
PC-File+





User's Manual

Version 3.0

(Note from Jim): This manual is the only one I could find. It was
created for PC-File version 3.0, but is being distributed with 
PC-File Plus version 5.01 in the hopes that it will prove helpful.
If anyone can send me a copy of the PC-File Plus version 5.01 manual
on disk, I will gladly provide it to the internet community.


ISBN 0-922692-11-4


DISCLAIMER

Purchased copies of PC-File+ include a complete printed copy of one
manual: The "User's Manual". The manual on disk is a disk version of
the User's Manual. The manual on disk necessarily omits the graphical
illustrations that are present in the original User's Manual, but
otherwise it is complete and unabridged. (The illustrations are
removed because computer screens cannot display them, and most
printers cannot print them.)

Because the illustrations are removed when creating the manual on
disk, the page numbering is different from the typeset manual. This
means that the page numbers referenced in the PC-File+ help screens do
not match up with the page numbers in the manual on disk. We apologize
for this. It is NOT an attempt to penalize you in any way. If we could
make the page numbers match (with a reasonable amount of effort on our
part) we would do it.








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Copyright Notice

PC-File+ Version 3.0


















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Phone Numbers































                                  3


Before You Start




















































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INTRODUCTION

GENERAL INFORMATION

PC-File+ is a general purpose database management program.  It
combines maximum power with ease of use.  With PC-File+ you can
easily create and maintain databases, and produce printed reports
from all of your stored data.

You can use PC-File+ for all kinds of tasks:

Maintain mailing lists and print mailing labels.

Write letters and send customized mailings to selected
individuals from your database.

Maintain price lists.

Keep various types of inventory records.

Keep customer lists.

Maintain data to be exchanged with other programs, such as 1-2-3,
Microsoft Word, and WordStar.

Above all else, PC-File+ is EASY!  Many people use it with no
training or instructions.  Please read this manual carefully,
however, if you want to pick up the extra fine points of the
program.

Any suggestions which you have for improving this program are
always thoughtfully considered.

PC-File+ contains powerful features, including many not normally
found in other database programs.  Here is a brief overview:

Customize data entry screens.

Retrieve information from other PC-File+ databases for use in the
current one.

Graph your data.

Produce personalized letters with mail merge.

Calculate your data.  Calculations can be done on fields in the
database, and the answers used to update other fields in the
database, or you can include them in reports.

Enjoy context sensitive, pop-up help screens.



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Prepare sophisticated reports.

Define up to 22 smart keys (macros).

Browse through your data.  View many records at a time--scroll
left or right to see all fields in each record.

Password protect individual features.

Find records using powerful searches.

Global modify or delete on any combination of fields, including a
portion of a field.

Define the valid input characters for any field.

Specify the date and time or other data of your choice to be
automatically entered into fields in your database.

Sort on any field or combination of fields.

Select on any field with boolean "and/or" comparisons.

Print mailing labels, one-up or multi-up.

Import and export data in many different formats.

PC-File+ runs on all of the IBM series of personal computers, all
compatible computers, and many "nearly compatible" computers.
It's designed to work with any printer.

PC-File+ requires at least 384K, two double sided disk drives or
one double sided disk drive and a hard disk, an 80-column
display, and MS-DOS or PC-DOS version 2.0 or later.



















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INSTALLING PC-FILE+

INSTALLING ON A FLOPPY DISK

If you have a hard disk on your computer, please skip to the
section "Installing on a Hard Disk".

You should make copies of your PC-File+ disks before doing
anything else.  The new copies serve as your operating diskettes,
and you can store the original distribution diskettes for safe
keeping.

Assuming that you have a two-drive system, these are the steps
you should follow.  You need three blank disks

1. If you don't see the normal DOS prompt on your screen, then
boot-up DOS in the usual manner.  If you don't yet know how to do
this, please refer to your DOS manual.

2. Put your DOS system diskette in the A drive.

3. Make sure that you are logged onto the A drive.  To do this,
type A: and press (Enter).

4. Format each of the three blank disks according to these
instructions:

Put an empty diskette in the B drive.  Format each diskette by
typing:

FORMAT B:

5. After all three disks have been formatted, remove the DOS
diskette from the A drive and replace it with the "PC-File+ Disk
One".

6. Copy the "PC-File+ Disk One" in the A drive to the blank disk
in the B drive.  Do this by typing:

COPY A:*.* B:

7. Remove the disk from the B drive and label it as your
"PC-File+ Operating Disk One" diskette.

8. Remove the "PC-File+ Disk One" from the A drive.  Place the
"PC-File+ Disk Two" in your A drive.

9. Insert the second formatted diskette in the B drive.

10. Copy the "PC-File+ Disk Two" to your B drive.  Do this by
typing:


                                  7



COPY A:*.* B:

11. Remove the disk from the B drive and label it as your
"PC-File+ Operating Disk Two"

12. Remove the "PC-File+ Disk Two" from the A drive.  Place the
"PC-File+ Disk Three" in the A drive.

13. Insert the third formatted diskette in the B drive.

14. Copy the PC-File+ Disk Three to your B drive. Do this by
typing

COPY A:*.*B:

15. Remove the disk from the B drive and label it as your
"PC-File+ Operating Disk Three".

Store your PC-File+ distribution diskettes in a safe place.

Note: If PCF.HLP is not included on your operation disk, the pop
up help screens are not available while using PC-File+

INSTALLING ON A HARD DISK

If you do not have a hard disk, please skip this section.

To install PC-File+ on your hard disk, please perform the
following functions.

1. Boot up with DOS in the normal fashion.

2. You should see the DOS prompt before you continue with the
install procedure.

3. Make sure you are logged on to your hard disk. For example, if
your hard disk is drive C, you should see a DOS prompt that looks
something like this:

C>

4. Change directories to the root directory. Do this by typing:

CD\

5. Make a subdirectory where you would like the PC-File+ programs
to reside. If you already have a subdirectory in mind and it
already exists, skip this step. Otherwise, type:

MD\PCF


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Note: The above example assumes that you want the name "PCF" for
your subdirectory.  If you have some other name in mind, you can
substitute that name for "PCF" in the above example, and in the
other commands to follow.

6. Change directories into the subdirectory that is to contain
your PC-File+ programs. Do this by typing:

CD\PCF

7. Place the "PC-File+ Disk One" in your A drive.

8. Copy the PC-File+ files to your subdirectory on the hard disk.
Do this by typing:

COPY A:*.*

9. Remove the "PC-File+ Disk One". Place the "PC-File+ Disk 2" in
your A drive.

10. Copy the PC-File+ files to your hard disk. Do this by typing:

COPY A:*.*

11. Remove the "PC-File+ Disk Two".  Place the "PC-File+ Disk
Three" in your A drive.

12. Copy the PC-File+ files to your hard disk. Do this by typing:

COPY A:*.*

Store your PC-File+ distribution diskettes in a safe place.

Note: If you place the PC-File+ subdirectory on the DOS path, you
can run PC-File+ from anywhere on your hard disk.  This means you
don't have to change into the PC-File+ subdirectory each time you
want to run PC-File+.  Instead, whenever you type PCF, DOS finds
PC-File+ and runs it for you.  If you don't understand what a
path is or how to use it, please study the PATH command in your
DOS manual.

YOUR CONFIG.SYS FILE

PC-File+ opens several different files, including your database
and sort work files.  You must make allowances for the number of
files to be opened before using PC-File+.

You can create a CONFIG.SYS file if it doesn't exist by typing
the following lines after booting up:



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CD \
COPYCON: CONFIG.SYS
FILES=20

Press (Enter) after each line.  After the last line has been
typed, press (F6) and a ^Z appears.  Press (Enter).

If you already have a CONFIG.SYS file, use your text editor or
word processing program to insert the following line in an
existing CONFIG.SYS file:

FILES=20

Note: You can set FILES to a larger number.

After you change your CONFIG.SYS file, you must reboot your
computer so that the changes take effect.

For more information on the FILES command and the CONFIG.SYS
file, refer to your DOS manual.

BACKING UP YOUR PC-FILE+ DISKS

We recommend that you make an additional backup copy of each
PC-File+ disk.  Follow these steps:

1. Place your DOS disk in drive A. Type A: and press (Enter).

2. Type DISKCOPYA:A: and press (Enter).

3. You are asked to place the source disk in drive A. Place the
PC-File+ Program disk in drive A; press (Enter).

4. When told to insert the target disk, remove the PC-File+
Program Disk from drive A, insert a blank disk, then press
(Enter).

5. Repeat these steps to copy the PC-File+ Disks Two and Three.

CONFIGURING PC-FILE+

PC-File+ is distributed to be used on an IBM PC, PC compatible or
PS/2 with an IBM or Epson compatible printer, and a monochrome
monitor.  Refer to "Configuring System--Profiles" for more
information.








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CONVERTING YOUR DATABASES

If you're a new user of PC-File and have NO pre-existing PC-File
databases you can skip this chapter.

If you've been using PC-File+ (any PLUS version prior to this
one), you may skip to the next chapter.  Your databases should
all be compatible with this version.

PC-File+ is a much improved version of the popular PC-File+ 2.0
and PC-File/R programs.  It's faster.  It's easier to use.  It's
far more powerful.  More often than not, PC-File+ will be
compatible with your existing databases.  However, some changes
may have been made in the way things are defined, whereby it is
necessary to convert your databases so that they will be
compatible with PC-File+ 3.0.

The following information is provided to help you determine where
changes may be required.

PC-FILE III VERSION 2.0 AND EARLIER

Starting with PC-File III version 3.0, the structure of the
database index was changed to allow a maximum of 32,767 records
per database.  PC-File+ uses the same database indexing methods
as PC-File III version 3.0, version 4.0 and PC-File/R.  It allows
twice as many records--65,533.

This means that other PC-File databases may not run directly with
PC-File+.  If you have any databases which were created prior to
PC-File III version 3.0, you must do a conversion on these before
PC-File+ can use them.  Similarly, PC-File:dB databases must also
be converted.

The conversion is not difficult.  Just follow the instructions
below to get each database converted.  An extra benefit is that
the index of your newly converted database will often take up
less space on the disk than the index of the old database.  It
should never take up more space.

1. Bring up DOS the way you usually do.

2. Put your new PC-File+ utility diskette (disk 2) into the A
disk drive.

3. Type A: then press the (Enter) key.

4. Type PCFIX then press the (Enter) key.

5. At this point, you can put your database diskette into the A
or B disk drive (no action is required if your database is on a


                                  11


hard disk).

6. Now, answer the questions from the PCFIX program.  You'll tell
it which drive contains the database; you'll give it a path and
the name of the database.  You will also have the option to
remove deleted records.  After that, the conversion will be done
for the database you've named.

7. Repeat steps 4 through 6 for each of your old databases.

ENCRYPTED DATABASES

PC-File+, 3.0 does not allow databases to be encrypted.  If you
have databases which were encrypted by an older version of
PC-File, you need to decrypt them before you can run FCONVERT.

Using the older version of PC-File, clone the database into a
new, non-encrypted one.  Then run the FCONVERT program.

OTHER CONVERSION CONSIDERATIONS

If you are converting from PC-File III or PC-File/R, all report
formats will have to be redefined.  Report formats created with
earlier versions of PC-File+ are compatible with PC-File+, 3.0.

If you are converting from PC-File III or PC-File/R, calculated
fields may have to be modified.  PC-File+ uses a "priority of
operations" method of calculating, and permits nesting of
calculations with parentheses.  Please refer to "Alter Field
Name, Mask, Const, Calc" for more information on calculated
fields.

If you are converting from PC-File/R, relational calculations
will have to be modified.  You will need to add the @ sign to
each relational definition.  Please refer to "Alter Field Name,
Mask, Const, Calc" for more information on relational fields.

DOWNWARD COMPATIBILITY

Database layouts created with PC-File+ are NOT downward
compatible with versions of PC-File that are not named PC-File+.
This includes all versions of PC-File:dB.

That means you cannot create a database with PC-File:dB,
PC-File/R or PC-File III and use it directly with PC-File+.
However, PC-File+ can directly import PC-File:dB files by
specifying dBASE III import format; or PC-File/R or PC-File III
by exporting your database (using PC-File+, 3.0) to a text editor
format.  and import it using PC-File/R or PC-File III.




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HELP SCREENS AND TEACH MODE

One very useful feature for new users of PC-File+ is the HELP
key.

The (Alt)H combination has been set aside as the help key.  When
you're in doubt about what to do or how to answer a question,
just press and hold the (Alt) key, then type H.  A help window
pops up which contains information designed to assist you with a
particular area of PC-File+.  The help screens are context
sensitive.  They display information and helpful tips for
whatever area of the program is currently in use.

Like most PC-File+ windows, the help window is movable.  The
window can be moved up, down, left or right using the arrow keys
to reveal any information it might be covering.  After you've
read the help message press any key (except the arrow keys) to
remove the window.

Reading the help screens is an excellent way to learn about
PC-File+.  You are actually reading the information in context.
You see the question being asked, and at the same time you see
information designed to help you answer the question.  For people
who shun manuals, this may be the best way to learn about the
program.

A fun way to learn about PC-File+ is to put it into "teach mode."
When PC-File+ is in teach mode, it shows information from the
help screens each time it asks a question.  This keeps you from
having to press (Alt)H again and again.

To put PC-File+ into teach mode, press (Alt)T.  Or, go to the
Master Menu and press T.

When you're ready to get out of teach mode, press (Alt)T again,
or, go back to the Master Menu and again press T.  (You must
press (Alt)T or T at the Master Menu when a help screen is NOT
displayed.)















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SPECIAL KEYS WHEN TYPING

PC-File+ usually provides an assumed, or default answer for you in the
input area. This is intended to save you keystrokes. If the default
answer is correct, press the (Enter) key. If it is incorrect, type in
the correct reply.

Here's a summary chart of special keys in PC-File+ and their
functions.

 KEY                  FUNCTION
----------------------------------------
(Alt)C                Calculator hot-key
(Alt)D                drop to DOS
(Alt)H                HELP
(Alt)M                load new Macro smart keys
(Alt)P                Print screen (cleaned up)
(Alt)T                TEACH mode on/off
(Alt)Y                smart key memorize on/off
backspace             delete character to the left of the cursor
(Ctrl)A               Accept data (same as (F10) key)
(Ctrl)B               Blank right, to end of field
(Ctrl)D               Duplicate all of previous record
(Ctrl)F               duplicate Field from previous record
(Ctrl)L               print a Label (snapshot)
(Ctrl)                left arrow move cursor one word to the left
(Ctrl)P               Print screen (cleaned up)
(Ctrl)R               Read into memory
(Ctrl) right arrow    move cursor one word to the right
(Ctrl)W               Write from memory
(Del)                 delete the character at the cursor
down arrow            move cursor to next field or line
(End)                 move cursor right, past last character
(Enter)               move cursor to next field, or accept data
(Esc)                 cancel this operation
(F10)                 accept data
(Home)                move cursor left, to start of field
(Ins)                 Insert mode (on/off)
left arrow            move cursor left one position
(PgDn)                move cursor to last field, or page down in
                       browse mode
(PgUp)                move cursor to first field, or page up in browse
                       mode
right arrow           move cursor right one position
(Tab)                 move cursor to next field, or move browse
                       window one field to the right
(Shift) (Tab)         move cursor to prior field, or move browse
                       window one field to the left
tilde (~)             the flip data character
up arrow              move cursor to preceding field or line



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Understanding how to use these keys in PC-File+ has a direct impact on
how effectively you can use most aspects of the program.

Three keys that require further explanation are (Alt)C, (Alt)P and
(Alt)D.

(Alt)C--This is the on-screen calculator; it can be accessed from
anywhere in the database. When pressed a one-line editing window
appears. Within the window, you can type in any calculation. The
answer is shown to you in a window, and is saved in the "memorize"
area. You can later write the answer into a field by pressing (Ctrl)W,
the "write from memory" key.

Note: If (Alt)C is used while viewing a record, field references in
the calculation will use data from fields in that record.

(Alt)D--The (Alt)D combination means drop to DOS. At any time you're
using PC-File+, you can temporarily suspend what you're doing, perform
a DOS operation, and resume where you left off. This feature is only
supported on DOS 3.0 or higher. If you type COMMAND when asked for the
DOS command, you stay at the DOS level. Type EXIT at the DOS prompt to
return to PC-File+.

Note: Never drop to DOS to run PC-Label, PC-Fix or any other program
which accesses the database you are in.

(Alt)P--This key activates a print screen. Each unprintable character
is first changed into a printable one. This way, you can print any
screen, even with windows and line graphics characters showing on it.
After the screen is printed, the page is ejected from the printer.
(Ctrl)P can also be used.






















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SELECTING FILES AND FIELDS

PC-File+ allows you to use several different methods to select a
file or field from its menus.  Use the method that works best for
you.

SELECTING FILES

There are times when it is necessary to tell PC-File+ which file
to use.  When you start PC-File+, you must select the database
file to use and which report or letter to use when printing.

PC-File+ displays a complete list of files to choose from.  To
select a file from this list you can type the file name in the
blank field provided and press (F10); type the number to the left
of the file name in the blank field provided and press (F10); or,
move the cursor to the number next to the file name and press
(F10).

SELECTING FIELDS

Many of the PC-File+ functions allow you to select fields.  When
PC-File+ needs the operator to select a field, a list of the
available fields in the current database is shown.  There are
several methods available for selecting fields.

Type the field name in the blank field provided and press (F10)
(You don't even have to type the whole name--just enough to
uniquely identify it.  For example, if the field is DEPARTMENT,
you could type DEP.  Of course, no other field could begin with
DEP).

Type the number to the left of the field name in the blank field
provided and press (F10).  For example, if DEPARTMENT is field
number 5, type 5 and press (F10).

Move the cursor down to the number next to the field name and
press (F10).

Finally, to select a portion of a field, type the field name,
followed by the starting position and number of characters to
compare, and press (F10).

For example, the field PHONE contains phone numbers entered in
the following format, 206-454-0479.  If you want to select only
the phone number and not the area code, you would type:

PHONE,5,8

This tells PC-File+ to select the information in the PHONE field
starting at the fifth character, selecting eight characters.


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The method for selecting a portion of a field can be used when
defining a report or letter, sorting, exporting, cloning, and
finding duplicate records.  It cannot be used in complex
searches.
















































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USING THE BUILT-IN EDITOR

When you are using PC-File+, you are sometimes taken into the
built-in editor.  This usually happens when you're being asked to
draw or paint something, such as a report or a screen layout.

The editor gives you a window to type characters into.  The
screen scrolls up, down, left and right so that you can always
see what you're typing.  The data you're typing can be much wider
and longer than the actual screen on your computer.

WHAT YOU SEE ON THE SCREEN

You need to be able to recognize the editing window when you see
it on the screen.  Although it may vary in size and location on
the screen, it's easy to recognize.

There are several things that let you know you've encountered an
editing window.

First, the row and column indicators in the lower right corner of
the window, "r:1 c:1".

The number after the "r:" is the row within the editor where the
cursor is currently located.  The number after the "c:" is the
column within the window where the cursor is currently located.
As the cursor moves inside the editor, these numbers are
constantly updated.

Next, you'll see the document size indicators on the upper bar of
the window, "200:70"

These numbers represent the actual size of the current window.
The editing window may only be showing a small part of the actual
page.  The first number (200) tells how many rows (lines) are in
the page.  The second number (70) tells how many columns are in
the page (how wide it is.) The window size varies for different
features.

Finally, you can tell by the abbreviated function key menu on the
bottom bar of the window.

MOVING THE CURSOR AND SCROLLING

The four arrow keys move the cursor inside the editing window.
Similarly, you can use the (PgUp), (PgDn), (Home), (End) and
(Tab) keys.  For a summary of all available keys in the editor,
see section 7.4.

FUNCTION KEYS



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The function keys play an important role with the built-in
editor.  The list that follows provides more details on what can
be done with the function keys.

(F5)--DELETE LINE

Placing the cursor on a line and pressing (F5) deletes the entire
line and moves the remaining lines up.

(F6)--ERASE RIGHT

This deletes the character at the cursor and all characters to
the right on the line.

(F10)--DONE

Press this key when you've finished providing information to the
editor.

(F3)--MENU

Pressing (F3) brings up the Editor Menu.

There are two ways to select a command from the Editor Menu.
You can press the character displayed in parentheses for the
desired option, or you can use the arrow keys to move the
highlight bar to the option you want to select and press (Enter).

After you become more experienced with the editor, you may want
to use the menu commands directly, without first bringing up the
menu.  Most of the Editor commands can be invoked directly.

Below is a complete list of the Editor Menu and summary of what
each command does.

(A)uto-wrap toggle--(Ctrl)A
Auto-wrap moves an entire word down to the next line if you key
past the right margin.  The Auto-wrap toggle turns auto-wrapping
on if it is off, and off if it is on.  You would usually want
auto-wrap on when you are keying in text.  Sometimes it's better
to have it off, for example, when you are keying in tabular data.

(B)lock mark--(Ctrl)B
The block mark command marks one corner of a block of text, in
preparation for a Mark operation.  To mark a block of text, you
have to use Block mark twice.  First, move the cursor to one
corner of the block to be marked, and mark that spot.  A small
square is placed on the screen to highlight the spot you have
marked.  Then, move the cursor to the diagonally opposite corner
and mark that spot.  When you make this second mark, the entire
block you have marked is highlighted.  The marked block is now


                                  19


ready for a Mark operation.

(C)lear to line end--(F6)
The characters at the cursor and to the right on the line are
deleted.

(D)elete line--(F5)
Putting the cursor on a line and pressing (F5) deletes the entire
line and moves the remaining lines up.

(E)rase to end of file--(Ctrl)E
This command erases everything from the cursor location to the
end of the document.

(L)ine/s mark--(Ctrl)L
Line marking is another way to mark a block of text for
subsequent Mark operations.  To mark a line, move the cursor to
it and issue the line mark command.  The entire line is
highlighted.  If multiple adjacent lines should be treated as one
large block, you can move the cursor up or down across the other
lines in the block to the far end of the group, and then issue
the line mark command a second time.  This time, an entire group
of lines is highlighted.  The marked area is now ready for a Mark
operation.

(M)ark operations
The Mark operations command operates on a marked block of text
(see Line/s mark and Block mark above.) After you have marked a
block of text, you are ready for one of the following operations:

Copy--(Ctrl)C
The marked area is copied to the cursor location (and also
remains in its original location).

Delete--(Ctrl)D
The marked area is deleted from the document.

Fill--(Ctrl)F
The marked area is completely filled with a character the
operator selects.

(L)owercase
The text in the marked area is changed to lowercase.

Move--(Ctrl)M
The marked area is moved to the cursor location (and deleted from
its previous location).

Overlay--(Ctrl)O
Overlay the marked area at the current cursor position.



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Reformat--(Ctrl)R
All of the words within the marked area are adjusted to fill the
marked area properly, with one space between each word.

(U)ppercase
The text in the marked area is changed to uppercase.

(N)ext word--(Ctrl)(right-arrow)
The cursor is moved to the beginning of the next word to the
right.

(P)rev word--(Ctrl)(left-arrow)
The cursor is moved to the beginning of the previous word to the
left.

(R)eformat--(Ctrl)R
The paragraph is reformatted--words are adjusted to the left and
right margins, with one space between each word.  A paragraph is
defined as text that is bound on the top and bottom by a blank
line.  If a block is highlighted, the blocked text is reformatted
to the block margins.

(S)plit line--(Ctrl)\
The line is physically split at the cursor location.  All text at
the cursor location and beyond is moved down one line.  (This
operation is also handy for inserting a blank line at the top of
the document.  Just move the cursor to the beginning of the
document, then issue the Split line command.)

(U)nmark--(Ctrl)U
The marked block is unmarked (the highlighting is removed).  When
you are finished with Mark operations on a block of text, you can
unmark it with this command.  You need to unmark one block before
you can mark a second one.

(W)hoops--(Ctrl)W
The Whoops command is used to recall previous lines which have
been deleted or otherwise changed.  Whenever you change or delete
a line or block of text, the old copy is remembered for you.
Issuing the Whoops command brings back the old copy, in case you
need it to recover from mistakes.

SUMMARY OF VALID EDITING KEYSTROKES

(Ctrl) (End)        Move to lower left corner of current window
(Ctrl) (Home)       Move to upper left corner of current window
(Ctrl) left arrow   Move to beginning of previous word
(Ctrl) (PgDn)       Move to left of last line of data
(Ctrl) (PgUp)       Move to left of first line of data
(Ctrl) right arrow  Move to beginning of next word
(Ctrl) (down arrow) Move down one line if not at end


                                  21


(End)               Move to last character of current line
(Home)              Move to first character of current line
left arrow          Move one position to left
(PgDn)              Scroll down one screen
(PgUp)              Scroll up one screen
right arrow         Move one position to right
(Shift) (Tab)       Tab to the left
(Tab)               Tab to the right
up arrow            Move up one line if not at top

COMMANDS

(Ctrl)\             Split line at cursor
(Ctrl)A             Toggle automatic word wrapping
(Ctrl)B             Mark corner of block
(Ctrl)C             Copy marked area (to below cursor)
(Ctrl)D             Delete marked area
(Ctrl)E             Erase from cursor line to end of document
(Ctrl)F             Fill marked area with selected character
(Ctrl)L             Mark line or block
(Ctrl)M             Move marked block
(Ctrl)O             Overlay marked block
(Ctrl)R             Reformat marked block. If no marked block,
                     reformat current paragraph
(Ctrl)U             Unmark the marked block
(Ctrl)V             Enable/disable "whoops" key
(Ctrl)W             "Whoops"--recall previously changed data
(Enter)             Insert a blank line and cursor down to it.
(Esc)               Exit from editor or insert ESC character in text
(F3)                Bring up command menu box
(F5)                Delete current row
(F6)                Erase from cursor to end of line
(F10)               Exit and save all changes
backspace           Delete the character to the left
(Del)               Delete character under cursor
(Ins)               Toggles insert mode on and off; cursor changes
                     shape

KEYING IN SPECIAL ASCII CHARACTERS

You may want to key in special characters that aren't on the
keyboard, such as special lines for boxes or characters from the
Greek character set.

You can key in any character you wish from the keyboard.  While
holding down the (Alt) key, type in the ASCII decimal value of
the character desired, using the numeric keypad on the right side
of the keyboard, then release the (Alt) key.

For example, the mathematical symbol for square root is ASCII
value 251.  To key this character onto the screen, hold down the


                                  22


(Alt) key and using the numeric keypad at the right side of the
keyboard, strike the digits 2 5 1.  Then, release the (Alt) key.



















































                                  23


STARTING PC-FILE+

Now you're ready to use PC-File+.

If you're using PC-File+ on a harddisk or on a floppy disk with
subdirectories, you need to change to the PCF subdirectory which
contains the PC-File+ program.  Type:

CD\PCF

and press (Enter).  If you copied the PC-File+ program files to a
different subdirectory, replace PCF in the example above with the
name of the appropriate directory.  If the PC-File+ subdirectory
is included in your path, you can skip this step.

To start PC-File+, type:

PCF

and press (Enter).

PC-File+ displays the start-up screen.  At the bottom of the
screen, PC-File+ asks "Which drive for the Database (A-Z)".
Press (Enter) to accept the current answer, or type the letter of
the disk drive where your database is stored.

Next, PC-File+ asks you to enter the path containing the
database.  Press (Enter) to accept the current answer, or type
the name of the subdirectory to use, then press (Enter).

After entering the path, select an existing database, or define a
new database.

If the drive and path indicated contain database files, a list of
these databases is shown.  To use an existing database, type the
database name in the blank field provided, then press (F10).  To
define a new database, type a unique name in the blank field
provided, then press (F10).

If there are no databases on the drive and path indicated, a
message appears, "Filename is a new file.  Do you want to define
it?" Enter the name for the new database, then press (F10).
Follow the instructions in the next chapter for defining a new
database.

If you select an existing database, PC-File+ loads the database
and displays the Master Menu.






                                  24


DEFINING A NEW DATABASE

Before you define a database, you should be familiar with some terms
and guidelines.

FIELDS

Number of Fields

The maximum number of fields allowed in a PC-File+ database is 70. All
fields must fit on one screen.

Field Names

When selecting a name for a field, keep the following rules in mind:

1. A field name cannot be longer than 12 characters.

2. The only characters allowed in a field name are letters, numbers,
the underscore ( _ ) character and the pound (#) sign. Upper and
lowercase letters are treated the same in field names. Spaces are not
allowed. If you need to separate characters in a field name, use the
underscore character. For example, LASTNAME is not valid, but
LAST_NAME is.

3. The field name CANNOT start with a number.

Field Types

The field type determines the kind of data that a field contains.

There are two types of fields in PC-File+.

A Character field is the most common. The data in a Character field
can be any valid ASCII character. Typically Character fields are
names, addresses, phone numbers and descriptions.

A Numeric field must be defined with a pound sign (#) at the end of
the field name; i.e., "PRICE#". A Numeric field contains data which
PC-File+ keeps totals for when printing reports. It also causes the
data to be right aligned when printed, and to sort correctly even if
the numbers aren't evenly aligned.

PC-File+ also supports automatic fields and calculated fields. You can
have data automatically supplied for you, or calculated based on a
numerical, date or relational calculation. Refer to "Alter Field Name,
Mask, Const, Calc" for complete information.

Field Lengths
PC-File+ distinguishes between field lengths and display lengths.



                                  25


The field length is the total number of characters the field can
contain.

The display length is the number of characters of a field that are
actually shown on the data entry screen at one time. The display
length of any field other than a superfield cannot be more than 65
characters.

If the display length is less than the field length, the field is
called a "window field". It's as if you were looking at the field
through a window, only able to see part of the data at any moment. To
see other portions of a window field, you move the cursor left or
right in the field, which moves the visual window across the data. A
window field can contain up to 254 characters

Superfields can contain up to 1665 characters, depending on the number
of fields you have in your database. Only the last field in each
database can be a superfield; the entire field is available for
display.

An ordinary field can contain up to 65 characters.

DEFINING YOUR DATABASE

To define a new database, start PC-File+. Enter the drive and path to
contain the database. When PC-File+ asks you to select a database,
type the name for the new database on the blank line and press (F10).
PC-File+ asks if you want to define the database. Press Y.

Next, PC-File+ offers two different options for defining your
database, the Fast method and the Paint method.

The Fast method is the quickest and easiest way to define your
database. Place the field names in their relative locations on the
screen. Then give each field a length.

The Paint method lets you "draw" each field name and location on an
empty screen. You can include descriptive text, boxes or other helpful
markings for the operator. This technique is helpful when you are
defining a database with a large number of fields.

The method you choose depends on the type of database you wish to
define.

The Fast Method
If you select the Fast method to define your database, PC-File+
displays the following screen:

Type the field names in the order you want them to appear on the
screen. After you have typed all of the field names, press (F10).



                                  26


Next, PC-File+ needs to know the display length of each field.
Remember, the display length for each field is the number of
characters to display on the data entry screen. Later, you can enter
the field lengths for any window fields. After you've defined the
display length for each field, press (F10).

For further information, refer to the section at the end of this
chapter called "Remaining Questions".

The Paint Method
If your database contains more than 21 fields, or if it contains
several fields on a line, you probably want to define it using
the Paint method, which is more flexible than the Fast method.

If you select the paint method, you're asked if you want to start with
an existing picture. If you have another database which is similar to
the one you are defining, you can answer Y. This allows you to modify
the entry screen of another database to fit the specifications of the
database you are creating. The original database does not change.

After telling PC-File+ you wish to start with an existing picture,
select the database to use. PC-File+ displays that entry screen.

If you are not starting with an existing picture, the data entry
screen is blank. You need to draw the data entry screen.

Type the field names where you want them to appear. Use square
brackets--( ) to mark the field boundaries. The left square bracket
marks the beginning of the data field and the right square bracket
marks the end of the data field. The number of spaces between the
brackets equals the display length. For example, if you want a display
length of 25, you'd put 25 spaces between the brackets.

Field names should be to the left of the left square bracket. The
brackets must start after column 2 (refer to the row (r) and column
(c) indicator in the lower right hand corner of the entry screen). If
you want default data to appear inside the data markers, go ahead and
place it there. Miscellaneous text can appear anywhere.

After painting the data entry screen, press (F10) to continue.

Remaining Questions
After defining the field names and lengths using the Fast method,
or painting the data entry screen using the Paint method, you're
asked if the database contains any window fields.  If you want to
define window fields, press Y.

Select the field you want as a window field. The display length is
shown, and you're asked to enter the field length. Remember, the field
length is the total number of characters the field can contain.



                                  27


Type the field length and press (Enter). PC-File+ asks you to select
the next field to be a window field. Continue selecting the fields you
want to be window fields and entering their field lengths. When you
have selected all the window fields you'd like, press (F10).

Next, you're asked if you'd like to change the sequence of the fields
as they are accessed when adding or modifying records.

Normally, you'd want the cursor to move in the order that you entered
the fields, e.g, left to right, top to bottom. If this is true, press
N for a change of sequence. However, if you wish to change the order
that the cursor moves, press Y. Number the fields accordingly, then
press (F10).

Finally, PC-File+ prompts you to give a file description for your new
database. The file description is displayed next to the database name
when you choose a database.

After entering the file description, PC-File+ creates the new database
and takes you to the Master Menu. Because there are no records in the
new database, some options are missing from the Master Menu. As soon
as you add records to the database, the entire Master Menu is
displayed.






























                                  28


THE MASTER MENU

When you work in PC-File+ you work from the Master Menu Screen.
(When you define a new database, until you have added records,
you are only shown the menu items which apply to an empty
database.)

You may perform any of the functions on the Master Menu by
pushing the appropriate function key shown.  Or, you can type the
one-character command code (indicated by the capitalized letter
in each command).

For example, to add a new record to the database, you could
either press (F1) or type A.  Some people like function keys.
Some learn the names of the commands more easily and prefer to
type the character.  PC-File+ lets you suit yourself!





































                                  29


ADDING RECORDS

To add records to your database, press (F1) or type A when viewing the
Master Menu.

ENTERING THE DATA

Use the cursor keys to access fields to enter information into your
records.

After all the data for a record has been entered, press (F10) to save
the record to your database. PC-File+ adds the record, then shows
another empty screen to add another record. If there are no further
records to add at this time, just press (F10) without entering any
data. PC-File+ returns to the Master Menu.

There is a maximum of 65,533 records allowed, however, you must have
enough disk space to handle the quantity of data in your database. To
determine the amount of disk space available, run DOS CHKDSK or DOS
DIR. Also, upon opening, the master menu displays th number of records
in the database and calculates how many more it can hold.

THE DUPE KEYS

Two duplication keys are provided to enter repetitive information. One
duplicates an entire record, the other the current field.

Record Duplication If you press (Ctrl)D, PC-File+ copies all of the
data from the previously viewed record into the record you are adding.
You can use this feature if several of your records are the same with
only one or two exceptions.

For instance, at a new entry screen press (Ctrl)D to call up the
previous record. Then, move the cursor to any field you'd like and
change the data in that field before adding the record to the
database.

Field Duplication If you press (Ctrl)F at a particular field while
adding a record, PC-File+ duplicates the information from the prior
record's corresponding field.

For example, if everyone in your database is from the same city or
state, you might press (Ctrl)F in the current record's city or state
field.

THE MEMORIZE KEYS

If you have information in a field that from time to time you might
enter into other fields, or if you want to move data from one field to
another, you can use (Ctrl)R and (Ctrl)W. These keys temporarily store
information from a field in the memory of your computer, and retrieve


                                  30


that information to place at the operator's discretion. Here's how
they work.

When you hold down the (Ctrl) key and press R, all data from the
cursor to the end of the current field is "read" into the computer's
memory. That data stays in memory until it is replaced by another
(Ctrl)R or until you quit PC-File+. You can reuse the information over
and over as often as you'd like. (Ctrl)R means "read" the field's data
into memory.

To retrieve what you have stored with (Ctrl)R, hold down the (Ctrl)
key again, this time pressing W. Your stored data is then entered into
the field where your cursor is currently positioned. (Ctrl)W means
"write" into the field from memory.







































                                  31


FINDING A RECORD

Find is a versatile command that lets you look for a record and once
found, view, modify or delete it. The default command at the Master
Menu is set to F, so all you need do is press (F10), (F2), (Enter) or
F to use the Find command.

There are several ways to find a record; PC-File+ displays a menu of
choices. Let's review this menu one item at a time, starting in the
middle of the group.

(B) Beginning of File
Select option B (Beginning of file) to see the first record in your
database. If your database has never been sorted, this is the first
record that you entered or "added" to it. If your database has been
sorted, this is the first record in the sort sequence to date. For
example, if your database was sorted into ascending sequence on
LastName, Aabrams might be the first record in the database.

(E) End of File
Select option E (End of File) to see the last record in your database.
If your database has never been sorted, this is usually the most
recent record that you added to it. If your database has been sorted,
this is the last record in the sort sequence to date. For example, if
your database was sorted into ascending sequence on LastName,
Zybrinski might be the last record in the database.

(N) Next Sequential Record
Selecting option N (Next Record) shows the next record in sequence.
This is the record that follows in sequence the one you most recently
viewed. If you just viewed Aabrams, option N might show you Adams
next. In this manner you can view every record, one after another, all
the way to the end of the database.

(P) Previous Record
Selecting option P (Previous record) shows the previous, or prior
record in sequence. This is the record that precedes in sequence the
one you most recently viewed. If you just viewed Zybrinski, option P
might show you Zier. In this manner, you can back up all the way to
the front of the database.

(R) Relative Record Number
Each record in the database has a sequence number. This is sometimes
called the Relative Record Number. The first record in sequence is
number 1, the second is number 2, and so on. Every time you sort the
database, this number changes to reflect the new sequence.

If you know the sequence number of the record you're after, you can
select option R (Relative Record Number). PC-File+ asks "What record
number to find?" Type in the number; the record is brought onscreen.



                                  32


(+) Browse Forward in File
Pressing + or (PgDn) starts browsing forward (down) in the database.
It's like pressing N for Next, but instead of seeing only the next
record, you see the next 20 records. Each time you press + or (PgDn),
the next 20 records are available for viewing.

(-) Browse Backward in File<$Ibackward browse>
Pressing - or (PgUp) starts browsing backwards (up) in the database.
It's like pressing P for Previous, but instead of seeing only the
prior record, you see the prior 20 records. Each time you press - or
(PgUp), the previous 20 records are available for viewing.

Browsing--in General
Browsing lets you see more than one record at a time on your screen.
When you browse, PC-File+ shows you one record per line, 20 lines (or
records) at a time on the screen.

If you see a record on the browse screen that you'd like to review in
its entirety, issue the R (relative record) command, and give the
record number shown. Then press (F10). You are immediately taken from
browse mode and the desired record is displayed on the screen, ready
to be viewed, modified or deleted.

Since browsing only shows about 70 of the characters in each record at
one time, you may wish to move the browsing window to the left or
right--so you can view each portion of every record.

To move the window to the right by one field, press (Tab). Each time
you press (Tab), the browse window moves to the right.

Similarly, you can move the browse window to the left. Hold down
(Shift), and press (Tab). This is called (Shift)(Tab). Each time you
do this, the browse window moves to the left one field.

(S) SEARCH FOR DATA (FIND)
By using the search option, you can locate any record in your
database.

You can search on any combination of fields in the database; you can
do "sounds like" searches, "begins with" searches, and "scan across"
searches in any combination. (You can also tell PC-File+ to perform
case sensitive or case insensitive searches. Please see the section on
"Configuring System--Profiles" for information.)

To do a search, select the S (Search for data) option from the Find
menu. There are two ways to search:

The SIMPLE way. This is enough for most needs and is very easy to
learn.

The COMPLEX way. The sky's the limit with a complex search. You use a


                                  33


search language to find records in the database. The complex search is
more flexible than the simple search, but it requires you to know how
to create a search command.

Simple Search
PC-File+ displays a screen which shows each field name followed by a
data portion marked by asterisks.

Asterisks (*) should immediately follow the end of the data being
searched for in each field. The asterisk is used instead of spaces,
because you might want to search for data containing spaces.

Enter the data you're searching for in the appropriate field. For
example, if you're looking for JONES, move the cursor to the LASTNAME
field, type JONES and press (F10).

You can search on many fields at a time. Keep in mind though, this is
a very selective type of search. The more data you enter the more
selective the search will be. If you enter search data in multiple
fields, all of the data must match before the record can be found. For
example, you could enter SMITH into the LASTNAME field, JOHN into the
FIRSTNAME field, and MILWAUKEE into the CITY field. You would only be
shown the John Smiths that reside in Milwaukee.

There are FOUR different ways you can enter the search information.

GENERIC

If you type MIT, records are retrieved only if they begin with "mit"
in the field, such as "miter", "mitten", etc. This type of search is
fully generic--that is, any record is retrieved if the data field
matches the search data. You can, for example, find all records with
last names that start with "S", or find all records with zip codes
starting with "980". (If doing a generic search on a numeric field,
you must always include the entire value, not just the first few
digits. For example, searching a numeric field for "12" will not find
"123.45")

SCAN ACROSS

If you precede the data with a tilde (~), PC-File+ looks for an
occurrence of that data anywhere in the field. For example, if you
type ~MIT, records are returned which have "Smith", "transmit",
"miter", etc.

SOUNDS-LIKE

Sounds-like searches retrieve records that sound the same as what
you're looking for. This is used, for instance, to find a name when
you're uncertain of the spelling. The first character of a sounds-like
search must be the same. For example, you couldn't use a sounds-like


                                  34


search to find "Cranston" when you ask for "Kranston".

You can do a sounds-like search on any field in your database. To do a
sounds-like search, put a question mark (?) in front of the search
data. For example, if you enter ?RAWLINS, records with "Rollings",
"Rollins", "Rawlings" and "Rawlins" would be retrieved.

WILDCARD

A wildcard search finds records which have particular characters in
certain fixed positions within a field. Think of the wildcard
character as the "I don't care what's at that spot" character. The
wildcard character is an underscore (it's uppercase on the minus key
on the PC keyboard) and it looks like this ( _ ).

When you enter the wildcard character as part of the search string,
PC-File+ accepts any character found in that position. Here's an
example.

Suppose that in a record the field DEPARTMENT is two positions long
and you want to find all records that have a "B" in the second
position. A search for _B shows records for department 1B, department
2B, department 3B, etc. (The wildcard character may not be used with
sounds-like searches.)

Complex Search
When you choose a complex search, you are given a window in which to
enter your search command. Type your search command in this window.
The window is one line deep, 250 characters wide. You'll see your
command scroll to the left as you type at the right edge of the
window.

Here's a sample search command:

(Name = "SMITH " | Name = "JONES ") & City = "BOSTON"

Translated, this says "Name equal to SMITH or Name equal to JONES, and
City equal to BOSTON"; or in other words, "First find anyone named
JONES or SMITH, then make sure the city is BOSTON".

Notice that the search command has four components:

1. Parentheses, ( ), to group things logically. You can use as many
parentheses as necessary to clarify the comparison logic. For every
left parenthesis, you must have a right parenthesis.

2. Logical operators. These are the | and the & characters. The |
means OR. The & means AND.

Note: The OR ( | ) symbol usually appears on the same key on your
keyboard as the backslash. Some people call it the "vertical bar" or


                                  35


"pipe" character. It is not the colon ( : )

3. Comparison operators.  The comparison operators are:

=            Equal to
!=           Not equal to
>            Greater than
<            Less than
>=           Greater than or equal to
<=           Less than or equal to

4. Data identifiers. Data identifiers are either fields, constants, or
the record number.

A FIELD is simply the field name. You don't have to include the entire
field name, just enough for PC-File+ to locate the field.

CONSTANTS always have a special character surrounding them. Following
are the special "surrounding" characters and their meanings.

"            Generic (begins with) search data; example: "SMITH"
~            Scan across search data; example: ~ITH~
?            Sounds-like search data; example: ?SMITH?

The RECORD NUMBER is the sequential number of the record in the
database. It's indicated by the # character.

Spaces between components are not necessary, but can be used as much
as you'd like to enhance readability of the command.

You can include up to 17 different comparisons for each complex
search.

Here are some examples of searches, to help you tie in all of this
information.

Find all of the departments that do not contain a "Q" anywhere in the
department number.

department != ~Q~

Find any name in Utah that doesn't sound like "Smith" and doesn't
sound like "Young":

(state = "UT" & (name != ?SMITH?  & name != ?YOUNG?))

Find all of the managers in division 12 earning at least $4,000.00 per
month:

status="M" & division = "12" & salary >= "4000.00"



                                  36


Find all records with a record number greater than 99 and less than
500.

# > "99"&# < "500"

Find all records with a blank PAID field.

PAID = " "

AFTER THE RECORD IS FOUND

Whichever type of search you use, when a matching record is found, it
is displayed. A box containing your options is also displayed. (The
box differs if you are running in expert mode from when you are not)

To find more records which match the search criteria, type F (for Find
another) or press (Enter). The next record is found and displayed.

If you want to make changes to the record, type M.

To delete the record, type D.

Or, enter one of the other find commands indicated in the menu box.






























                                  37


MODIFYING A RECORD

Before you can modify a record in your database, you first need
to find it.  Read the section "Finding A Record."

After you've found the record to be modified, press M.  PC-File+
displays the entire record.  You may change data in any or all
fields by using the cursor movement keys, data keys, (Ins) and
(Del).

You can use the field duplication key, (Ctrl)F, to copy data from
the corresponding field in the previously viewed record.  Don't
forget about (Ctrl)W at this point either, which writes memorized
data from memory into any of the fields.

After you've modified the data onscreen, press (F10) to save the
changes.

You're then prompted to provide information for finding another
record in the database.  If you want to return to the Master
Menu, type Q or press (F10).

To abort your changes, press ESC.  This leaves the record as it
was before the modifications.

Note: If a field is blanked or altered when you initially modify
a record, it probably has a mask or constant.  If a field is
altered when you press (F10) to save the record, it probably has
a calculation.  If you don't want masks, constants and
calculations performed when you modify a record, you must make
them add only.  Refer to "Alter Field Name, Mask, Const, Calc"
for more information.





















                                  38


DELETING A RECORD

Before you can delete a record, you must first find the record.
Please refer to the section "Finding A Record."

After the record is found, press D to delete it.  You are asked
if you really want to delete the record.  This is just a final
check, in case you pressed D accidentally.  If you really want to
delete the record, press Y.  Otherwise, press N.

Note: The record is not physically deleted from the file at this
time.  It is just hidden so that you no longer see it.  It is not
removed from the file until you either run PC-Fix or clone the
database, or a newly added record gets written into the same
location.  Until the record is physically deleted, you can
undelete it by going to the Utilities menu and selecting the
Undelete option.




































                                  39


SORTING THE DATABASE

If you wish to have your reports printed or graphed in a specific
sequence, sort the database index.  As an example, to print your
customer file in alphabetical order by last name, first sort the
database on Last_Name.  It is not necessary to do a sort before
printing; only if you'd like your data output in a specific
sequence.

To sort the records, press (F7) or type S while viewing the
Master Menu.  PC-File+ lists the field names on your screen, and
asks for the first sort field.  Select the field you'd like
sorted in the database.

If you choose to sort on multiple fields, select the primary
(i.e., most significant) field in the sort sequence.  For
example, you may be producing an alphabetic listing by name.
Within all of the SMITH names, you would include the first names,
so that all the JOHN SMITHs would appear together, followed by
all the JUNE SMITHs.  Sort field #1 in this example would be
LAST_NAME, and sort field #2 would be FIRST_NAME.

You are allowed to specify up to ten fields in the sort sequence.

After you select each field, you're asked "Ascending or
Descending".  Ascending means normal sequence, A to Z, 0 to 9.
Descending means reverse sequence, Z to A, 9 to 0.  Answer
accordingly.

You can freely intermix ascending fields with descending fields.
For instance you might wish to print a list of employee salaries
by department.  You want each department listed in ascending
sequence.  Within each department, you want to list salaries in
descending sequence (so that the big earners show on top).  To
produce this list, sort as follows:

DEPARTMENT(Ascending)
SALARY (Descending)

When you've finished identifying all the sort fields press (F10).

SPECIAL SORTING CAPABILITIES

Calculated Sort Fields
The field that you sort on can also be a calculation.  The
calculation doesn't really exist as a field in the database.
It's an arithmetic answer that's generated, then treated like
data for sorting purposes.  For example, if you sort on (TOTAL -
AMTPAID), your data will be in sequence by the balance due.

To sort on a calculated field, use a calculation instead of a


                                  40


field name.  Be sure to place a left and right parenthesis on
each end of the calculation.

Here are some examples:

(DATE_SOLD(@DAY#,mdy))

Sort on a date that's in month,day,year sequence

((DATE2(@DAY#,dmy)) - (DATE1(@DAY#,dmy)))

Sort on the difference between two dates that are in day, month,
year sequence

Note: When using Date Calcs, the function command (@DAY#) must be
in capitals and the mask (dmy) must be lower case.

Substring Sort
You can use any portion of a field for use in sorting; this is
called a substring sort.  To do this, when prompted for the sort
field enter the field name, followed by the starting position and
the length.  All three items are separated by commas.  A starting
position of 1 means to start at the first character on the left.

Take for example, a date field named DATE, with data that looks
like this:

10/05/88

(month, then day, then year)

If you want to sort it correctly by date, you can use a date
calculation or a substring sort.  Using a substring sort, you
need to specify the year as the most major field.  Do it like
this:

DATE,7,2

(sort field #1, year)

The offset is 7.  The length is 2.  This example sorts on
positions seven and eight of the date field, picking up only the
last two digits (the year).

Now, to specify the rest of the date to sort, you need to specify
month and day as the secondary sort field.  You can include both
of them at once like this:

DATE,1,5

(sort field #2, month and day)


                                  41



A substring sort can save on space required for the sort.  For
example, when sorting on LASTNAME, it's often only necessary to
sort on the first six or seven characters of the name.  The sort
would run much faster if you specified:

LASTNAME,1,6

(sort only on the first 6 characters)

rather than:

LASTNAME

(sort the entire field length)

Random Sort Fields
PC-File+ can sort in a random sequence.  Random sequence is like
shuffling a deck of cards.  The records in your database are
placed in random order.  This could be used to create a random
list of the entrants in an event.  To accomplish a random sort,
reply with (@RANDOM#) when asked to enter the name of the sort
field.

Roman Numeral Sort Fields
PC-File+ can sort Roman Numerals.  If the sort field contains
Roman Numerals, supply the field name, a comma, and an R when
asked for the "Sort field #".  For example:

CHAPTER,R

Sounds-like Sort
PC-File+ can perform a Sounds-like sort.  To do a sounds-like
sort, supply the field name, a comma, and an S when asked "Sort
field #".  For example:

LASTNAME,S

This placed all last names sounding alike together in the
database.













                                  42


PRINTING REPORTS

Printing reports is one of the most important parts of a database
program. PC-File+ lets you create and print both simple and complex
reports.

To print a report, press (F6) or type R while viewing the Master Menu.
If no report formats have been previously defined, you are prompted
for the type of report format to create. If you have previously saved
reports, PC-File+ displays a list of these; the option to create a new
one remains. To print an existing report, select the report format,
then press (F10). To define a new report format, press (F10) with the
cursor on the blank line.

CREATING REPORT FORMATS

There are four types of formats availabe to define a report: PAGE,
ROW, FREE FORM and COMMAND. They are in order from easy to complex.
The easy options do most of the work for you but are not as flexible.
The complex options allow many different types of report designs but
require more effort to define.

The PAGE format prints one record per page similar to the way the
records appear when displayed on the screen.

The ROW format allows you to select specific fields to be printed on
one line across the page.

The FREE FORM format enables you to paint your report format using the
screen as a guide to where the fields print.

The COMMAND format allows you to use the editor to enter the report
format commands directly.

Page Format
To print one record per page, choose the first option P, Page format.
This prints each record similar to the way records are displayed on
the screen.

After PC-File+ has created the report, it asks if you'd like to save
the format. Answer Y if you intend to use this format again. You can
provide a description of the report. This description is shown on the
screen to remind you what this format has been used for; it doesn't
print. PC-File+ asks for the name of the report and saves the format
in a file with the name you supply and the extension .REP. The file is
saved on the same drive and directory as the database.

Next, the Report Menu appears. The format design has been completed.
For more information about the Report Menu, refer to "Report Menu"
later in this chapter.



                                  43


Row Format
To define a report format that shows the data in columns across the
page, choose R for Row Format.

PC-File+ displays each field name, letting you number the fields to
print. Enter the numbers in the order the fields should print. The
fields with the lowest numbers print first, to the left of the fields
with higher numbers. Fields without a number won't print. Numeric
fields generate totals and subtotals at the appropriate place in the
report. Once you've entered a number for all of the fields to be
printed, press (F10).

In the example below, the fields will print beginning with MONTH at
the left, then EMPNUM, then TRANSACTION. The VOLUME and COMMENT fields
won't print.

PC-File+ lists the fields side by side with one space between each
field. If the report printed to the screen is wider than 79
characters, only the first 79 characters of each line will be
displayed. When sending a report to the printer, the width should not
be more than the printer can print on one line.

PC-File+ then asks for the title of the report. The report title
prints at the top of the first page. If you enter a title, this title
is used each time you print the report. If you don't enter a title, a
title will be requested each time you print the report. This is useful
when you want to use the format over again but with a different title.

Next, you are asked if you want to save the report format. If you
respond Y, you're asked for a short description of the report format.
This description is not printed but displayed when report names are
listed to the screen. Finally you're asked to enter the name of the
report.

Once the name has been entered, the report is written to disk with the
extension .REP. Then you'll see the Report Menu (refer to the section
"Report Menu" later in this chapter).

Free Form Format
PC-File+ allows you to define a report by "painting" it on the screen.
This is called the Free Form format. To define a Free Form report,
press F when asked for the type of report to produce.

You're asked if you'd like to pattern the new report after an existing
report. If you answer Y, a list of existing reports is shown and
you're asked which format to use. After choosing a report format, the
editing window appears with the old report format. If you reply N, a
blank report format appears in the editing window. PC-File+ gives
examples and a brief description of the type of information to enter
into each section.



                                  44


When creating or editing a Free Form format, you'll use the editing
window. For more information on using the editing window see "Using
the Built-in Editor."

A report format consists of up to six sections. These sections are the
COVER, HEADING, DETAIL, SUBTOTAL, TOTAL and FOOTING sections. Each
section controls a specific part of the report. Each section is
optional. If a section is not included in a report format, that
portion of the report is not printed. A report must have at least one
section or nothing prints.

COVER--The COVER section is useful when you want to include a cover
page or to print something once at the beginning of the report.

HEADING--The information in the HEADING section is printed at the top
of each page. The HEADING section is usually used to print titles,
page numbers and column headings.

DETAIL--The DETAIL section supplies the information that tells
PC-File+ which fields to print and where to print them. Everything in
the DETAIL section is printed once for each record selected.

SUBTOTAL--The SUBTOTAL section is only printed when a subtotal break
is requested. Each time a subtotal break occurs, the SUBTOTAL section
prints. The SUBTOTAL section can be used to print subtotals for
numeric fields, text or blank lines.

TOTAL--The TOTAL section is printed at the end of a report after all
of the records have been printed. Items that usually appear in the
TOTAL section include totals for numeric fields, number of records
printed and the selection criteria.

FOOTING--The FOOTING section is printed at the end of each page.
Information in the FOOTING section can include items such as a page
number, blank lines or strings of text.

When creating a Free Form format there are some important things to
remember:

Any line with a short block symbol in the first position is a comment
line and is not saved in the report format.

Anything that is typed in the editing window other than the @
character is interpreted as a constant (text) in the report.

Adjacent @ characters are interpreted as a field in the database, a
calculation, or a system field.

There must be at least one space between each field (set of @
characters).



                                  45


Any blank lines are saved and printed as blank lines.

To draw the report, move the cursor to the location on the screen
where you want data to print. If the data is a string of text such as
a title or field heading, type in the text from the keyboard. When you
want to enter a field from the database, type a series of @'s to
indicate the length of the field to print. For example, if you type
ten @ characters where a field with a length of 20 is to be printed,
only 10 characters from that field will print.

You can format numeric fields to include commas and decimal points.
For example, if you type @@@,@@@.@@ on the screen, the field printed
at that location is formatted with the comma and decimal point. The
data 100000.59 would be printed as 100,000.59 and the data 957 would
print as 957.00.

In the example above, the HEADING section is used to print the field
titles and the title of the report. This is printed at the top of each
page. The DETAIL section has a total of six fields. The first four are
fields in the database. The last column, AVG, is a calculation of
VOLUME divided by TRANSACTION. Two lines print for each record. The
COMMENTS field prints below the first line of data. The report also
contains calculations in the SUBTOTAL and TOTAL sections which sum the
VOLUME field. Page numbers print at the bottom of each page.

The example above includes a blank line at the end of the TOTAL and
FOOTING sections. The blank lines in the HEADING and FOOTING sections
determine how much of a top and bottom margin are used.

The .FF command can be used to force the printer to skip to the top of
the next page. In this example, each subtotal break causes the printer
to start a new page.

The report layout can be up to 220 characters wide by 150 lines long.
You can use as many lines in each section as is required to enter the
report format. If a section is not needed in a report it may be
deleted. Any instructions or blank lines that are not needed can also
be deleted.

After you have finished laying out the report on the screen press
(F10). Next you are prompted for information to fill in the fields
(represented by the series of @ characters). PC-File+ stops at each
set of @ characters, replacing them with ? symbols.

In the HEADING, DETAIL and FOOTING sections, at each field, PC-File+
first asks whether the field is a system field, field or calculation.
If you respond F, PC-File+ displays a list of the fields in the
database. Choose the field that you want to have printed at this
location in the report.

If you respond with C when asked whether a marked field is a field or


                                  46


calculation, the program prompts you to enter the calculation to
perform. A calculation can include any field in the database, a
constant, a date calculation, a relational lookup or a system
variable.

Fields marked in the SUBTOTAL and TOTAL sections can be a system field
or a total for a field. To generate totals, press T when prompted.
PC-File+ asks which field to total. The field to total must be
included in the DETAIL section.

To use a system field, select S and choose the system field. The
system fields supported in the Free Form format are:

a. Today's date
b. Current time
c. Page number
d. Total records in the database
e. Selection criteria
f. Primary sort field
g. Quantity in the subtotal group
h. Field name of subtotal field
i. Data from the subtotal field
j. Count (number) of records printed
k. Request operator input

Once all of the fields have been identified, PC-File+ asks whether to
save the report format. If (Y)es, you are given the option to enter a
description for the file. You must enter a name when prompted. The
program then moves to the Report Menu. Refer to the section "Report
Menu" later in this chapter.

COMMANDS

Creating and Editing Report Formats
The Command option lets you create new report formats or edit existing
ones. Usually, it is easier to produce a custom report by editing a
saved Page or Row format, rather than produce a custom report from
scratch.

After answering C to select the Command option, PC-File+ asks if you
want to create or edit a report format. To create a new report, type
C. To edit an existing format type E.

When creating a report, a blank editing window appears. When editing a
report, the existing report is loaded into the editor. Refer to "Using
the Built-in Editor" for more information.

In the Command format, each command is entered on a separate line. Any
unnecessary sections can be deleted.

After you have defined the report, press (F10). If you save the


                                  47


report, PC-File+ asks for a description; you must enter a name when
prompted. PC-File+ then moves to the Report Menu. Refer to "Report
Menu" later in this chapter.

If you prefer, you can use your favorite word processor to edit the
report format. However, be certain that it produces a standard ASCII
file. The PC-File+ report format is stored in the file filename.REP.

Report Commands
Here are the commands available for use in a Command format:

COMMAND SYNTAX                 COMMAND FUNCTION
----------------------------------------------------------
(xxx)                          database field
<xxx>                          database field (spaces removed)
(xxx,s,l)                      partial field, (s)tart,(l)ength
(COUNT*)                       number of records printed
(DATE*)                        system date
(KEYIN*message)                prompt for operator input
(PAGE*)                        current page number
(RECORD*)                      current record number
(RECORDS*)                     number of records in database
(SELECT*)                      selection criteria for the report
(SORT*)                        primary sort field or current index
(SUBCOUNT*)                    number of records in subtotal group
(SUBFLD*)                      field name of subtotal break field
(SUBID*)                       data from subtotal break field
(TIME*)                        system time
A nn,nn                        ASCII control codes
=nn                            tab to column nn
/n                             insert n lines
.IF (calculation),             IF, ELSE, and ENDIF commands
.ELSE,
.ENDIF
.FF                            formfeed
.CP n                          conditional page
`x                             total bucket
(a+b)                          calculation
(@F1,DB,F2,F3)                 relational lookup
.GROUP                         mark beginning of group
.EGROUP                        mark end of group
.EGROUP R                      mark end of group--replace blank lines

Database Field Commands
To print a field from the database you must use one of the field
designators. One option is to include the field name inside square
brackets (like (LASTNAME)). This prints the field and retains any
spaces in the field. If pointed brackets are used (like <LASTNAME>),
trailing spaces in the field are removed.

You can print a selected portion of a field by entering the field


                                  48


name, a comma, the character position to start at, a comma, and the
number of characters to print. Examine the report format shown below.

:HEADING
"VOL"
=5
"TRNS"
/1
"---"
=5
"----"
/1
:DETAIL
(VOLUME)
(TRANSACTION)
/1
<VOLUME>
<TRANSACTION>
/1
(EMPNUM,1,3)
(TRANSACTION,2,1)
/2

Here is what the record in the database looks like:

   EMPNUM         (32472)
   MONTH          (JAN)
   VOLUME         (4.34)
   TRANSACTION#   (17)

When the report format is printed with the data shown, the output
appears as follows:

VOL TRNS
4.3417
4.3417
3247

You can also use constants. Constants are used to print headings,
titles, or any description which is pertinent or necessary to the
report. When a constant is used in a report format, it must be
surrounded by quote marks ( " ). Notice how constants are used in the
example below.

:COVER
=30
"ACME CHEMICAL COMPANY"
/1
=32
"YEAR END REPORT"
/1


                                  49



System Field Commands
System fields include the number of records that are printed, page
numbers, the sort sequence, number of records in the database and
other information.

System fields available in a Command format are:

(COUNT*)         number of records printed
(DATE*)          system date
(KEYIN*message)  prompt for operator input
(PAGE*)          current page number
(RECORD*)        current record number
(RECORDS*)       number of records in database
(SELECT*)        selection criteria for the report
(SORT*)          primary sort field or current index
(SUBCOUNT*)      number of records in subtotal group
(SUBFLD*)        field name of subtotal break field
(SUBID*)         data from subtotal break field
(TIME*)          system time

Following is a portion of a report format that shows the number of
records printed (COUNT*), the number of records in the database
(RECORDS*), how the database is sorted (SORT*), and the selection
criteria (SELECT*).

:Total
"Printed "
<COUNT*>:zz,zz#:
" of the "
<RECORDS*>:zz,zz#:
" records."
/1
"PRIMARY SORT FIELD: "
<SORT*>:@@@@@@@@@@@@:

:SELECTION CRITERIA: "
<SELECT*>
/1

Study the following example that shows how to use the KEYIN* command,
which here, prompts the operator to enter a title when the report is
printed.

<KEYIN*Please enter a TITLE>

You use the KEYIN* command followed by the prompt message you choose.
The prompt message is optional.

Format Commands
There are several commands that tell PC-File+ where to print fields.


                                  50


These commands control tabbing, line feeds and form feeds. Each
command must appear on a line by itself in the report format.

Horizontal Tab
The =nn command controls the print location horizontally. If you want
a field to indent further from the margin you've designated, use the
=nn command to move the print head to that location on the page. The
nn indicates how many spaces to tab over. For example, the command =40
would tab over 40 characters from the left margin and =73 would tab
over 73 characters from the left margin.

IF, ELSE, ENDIF

The IF command can be used to selectively include other commands or
data in your report, based on the results of the IF statement. The
format for the entire set of commands looks like this:

.IF (a comparison calculation)
things to do if true (this can be many commands long)
.ELSE
things to do if not true (this can be many commands long)
.ENDIF
end the IF statement

You must include an .ENDIF statement. The .ELSE statement is optional.

For an example, refer to the section "Sample Command Report" later in
this chapter.

New Line
The /n command tells the printer to move down n number of lines. If
you want to print more than one line of information, use the /n
command. As an example, if there are two lines of text in a heading,
it is necessary to include a /1 before the text of the second line.

Formfeed
The .FF command tells the printer to begin a new page, even if the
current page isn't full. This is useful when printing a cover page at
the beginning of a report or to skip to a new page after a subtotal
break.

Conditional Page
The .CP n command is used to prevent several lines of data from being
split between two pages. The .CP n command tells the printer to begin
a new page, but only if there are less than n lines left on a page.
For example, when the .CP 8 is encountered, PC-File+ confirms the
number of lines available for printing at the bottom of the page. If
there are less than eight lines left, the printer skips to the next
page. The .CP n command is usually placed at the beginning of a
section.



                                  51


.Group
All lines between .GROUP and .EGROUP are treated as a group. All blank
lines between .GROUP and .EGROUP are removed.

.EGROUP
This ends a .GROUP. If any blank lines are found between .GROUP and
.EGROUP, they are removed.

.EGROUP R
This is another form of the .EGROUP command, except, the blank lines
that are removed from within the .GROUP/.EGROUP are re-inserted after
the .EGROUP R has been read. This is used for maintaining exact line
spacing in your report.

A nn, nn (ASCII Commands)
PC-File+ uses the /Normal and /Condensed commands in a profile to
specify the general type size and style for reports. You can also tell
PC-File+ to send printer control codes to your printer in the middle
of a report. This is useful for changing type sizes, or highlighting
sections of the report with bold, italicized, or underlined text. If
you have a color printer, you could highlight sections of your report
with different colors.

To change the print style in a report, use the A nn,nn command. The
values following A represent the ASCII decimal value of the printer
control code. As an example, A 27,69 sends the characters ESC and E to
the printer to produce bold print on an Epson printer.

PC-File+ accepts up to 67 characters for the A nn,nn command. This is
sufficient for most printers. When using a laser printer, which may
require long ASCII strings in order to select a font, it may be
necessary to divide a long command into two or more commands.

Calculation Commands & Masks
A calculation can use a field in the database, a system field, a
constant, a total bucket, a date calculation or a relational lookup. A
calculation must be surrounded by parentheses and can include embedded
parentheses.

When entering a calculation in a report, type field names as they
appear in the database; do not use brackets. Constants must be
surrounded by quotes. System fields and total buckets must be
surrounded by square brackets. Relational calculations must be
surrounded by parentheses and must follow the format shown in the
section "Alter Field Name, Mask, Const, Calc." Below are some
examples.

(VOLUME/TRANSACTION)
divides value in field VOLUME by value in field TRANSACTION

((`a)/(COUNT*))


                                  52


divides value in total bucket "a" by number of records printed

(VOLUME*((RECORDS*)/TRANSACTION))
divides number of records in database by value in TRANSACTION,
then multiplies by value in VOLUME

(@EMPNUM,COMM,EMPNUM,RATE)
relational calculation, retrieves data in RATE field from COMM
database for the appropriate EMPNUM

((@TODAY#)(@DATE,mdy/)):@@@@@@@@:
converts today's date to a mm/dd/yy format

Total Buckets
Total buckets are used to keep a running total for a field.

To add field data or a calculation into a total bucket, place a
backward apostrophe (`) and the bucket letter at the end of the line,
like (AMT)`a. This must be included in the DETAIL section of the
report. The bucket identifier can be any letter, upper or lowercase.
PC-File+ distinguishes between upper and lowercase total buckets.

PC-File+ keeps track of the total buckets at two levels.  The
first level is reset at the beginning of each subtotal break.
The second level is only reset at the beginning of a report.  You
do not need to worry about which level is used, PC-File+ chooses
the level depending on where the bucket is referenced in the
report.

Total buckets can also be used in calculations. This is useful for
calculating averages. To calculate averages the total bucket for a
field would be divided by the number of records printed.

To print a total bucket place the bucket inside square brackets.

The following examples use total buckets in various ways:

(SALES):zzz#:`c           prints field, adds into bucket c
(`c):z,zz#.##:            prints bucket c using edit mask
((`c)/(SUBCOUNT*)):zzz#:  calculates average in SUBTOTAL section
((`c)/(COUNT*)):zzz#:     calculates average for report

Masks
When printing a field or calculation, you can specify special
formatting.

In a text field you can limit the number of characters to print. To
format a text field, use a series of @ signs surrounded by colons to
represent the number of characters to print. For example, the command
(CITY):@@@@@@@@@@@@@@@: prints a maximum of 15 characters of the CITY
field, even if the city name is longer.


                                  53



To specify formatting for numeric fields and calculations, a
combination of lowercase z's, # signs, commas or decimals is used.

The lowercase z is used as the "zero suppress" character. It means if
that position of the number is zero (no significant digit has yet
appeared), replace the zero with a space.

When a # sign appears in a mask the digit marked by the # sign is
forced to print (zero suppression stops at this point.)

Commas and decimal points in an edit mask print as discussed in the
Free Form section.

The * and $ characters can be used as "floating" characters (for use
in check writing applications).

Other special characters in the mask are simply included at that
location in the output.

For example, here is how 1234.5 prints using different print masks.

(QTY):#####.#:        01234.5
(QTY):#,###,###.##:   0,001,234.50
(QTY):z,zzz,zz#.##:   1,234.50
(QTY):*,***,**#.##:   ****1,234.50
(QTY):$,$$$,$$#.##:   $1,234.50
(QTY):##-##-#:        01-23-4

The bar chart mask directs any type of printer to print simple bar
charts. The bars produced are horizontal. Each bar prints left to
right across the printed page. Here is a bar chart mask demonstrating
the correct format:

:=size,minimum,maximum,XO:

The = signals the start of a bar chart mask.

size: replace this with a number telling how many print positions to
use for the bar chart (how wide it is).

minimum: replace this with a number telling the minimum expected value
in the data. This helps PC-File+ to scale the graph appropriately.
This number is usually zero, but it can be a negative number.

maximum: this number tells the maximum expected value to be found in
the data. It also helps PC-File+ to scale the graph.

X: replace this with the character to use to fill in the bar on the
graph. If nothing is provided, an asterisk ( * ) is used. If your
printer can print a solid character, you may type that here.


                                  54



O: replace this with the character used to fill in the "white space"
outside of the bar in your graph. If nothing is provided, a blank
space is used. If you want to use some other character, you may type
that here.

Here are some sample barchart masks:

:=,15,0,100,*-:
:=,15,-1000,1000,$.:
:=,15,0,5000:
:=,15,-100,900,#:

Sample Command Report
Following is a sample Command report which demonstrates the use of
various print commands:

:COVER
A 27,71
/5
=30
"ACME CHEMICAL COMPANY"
/1
.IF (MONTH = "12")
=32
"YEAR END REPORT"
/1
.ENDIF
.FF
:HEADING
=5
"EMPNUM"
=15
"VOLUME"
/1
=5
"------"
=15
"------"
/1
:DETAIL
=5
A 27,69
(EMPNUM)
A 27,70
=15
(VOLUME):zz#.##:
/1
:TOTAL
.CP 2



                                  55


"--------------------------"
/1
"Printed "
<COUNT*>:zz,zz#:
" of the "
<RECORDS*>:zz,zz#:
" records."
/1
:FOOTING
/5

REPORT MENU

After you choose a report format, PC-File+ displays the Report Menu.
You can now set the printing options for the report.

Your answers to the Report Menu questions are remembered by PC-File+
for every report saved. The answers are used as default choices for
each individual report. Normally, it won't be necessary to change any
of the responses before re-printing a report.

Let's briefly review each of the menu items.

Output to Printer, Screen, Disk PC-File+ can print a report to the
printer, screen or disk. To select the output device, enter P, S, or
D.

If you select Printer as the output device, PC-File+ prints to the
printer port selected in the configuration setup. When printing to
disk you are prompted for the output filespec. This is the drive, path
and file name to print the report to. For example, you might type:

C:\PCF\TEMP.LST

This would print the report to the file TEMP.LST, on the C drive, in
the PCF subdirectory.

Number of Copies
The second option on the Report Menu is the number of copies to print.
PC-File+ can print up to 99 copies of a report in one printing.

Line Spacing
This option sets the line spacing in your report. The number entered
is the number of new-line characters to print after the DETAIL section
has printed. To single-space your report, enter 1. To double-space
your report, enter 2 and so on. If you enter 0 here, the DETAIL
section of the report will not print. This is useful when only
subtotal or total information is required and detail lines are not
needed.

Do Subtotals


                                  56


A subtotal break allows you to insert a break or space between related
records. This is helpful to break a report into groups, such as months
or departments. Your report must include a SUBTOTAL section in order
to print subtotals.

The "Do Subtotals" parameter specifies whether or not to use a
subtotal break for the report being printed. PC-File+ can perform a
subtotal break on any field in the database. The subtotal break field
should be the primary sort field.

If you want subtotal breaks, enter Y at the "Do Subtotals" prompt.
PC-File+ asks for the field to use for the sub-total break. Answer
accordingly. You can also select a portion of a field to use as the
subtotal break field.

Notice how each time the EMPNUM data changes, subtotals for the
previous group are printed.

You can use group highlighting when printing with subtotal breaks.
Group highlighting prevents the subtotal field data from repeating
unnecessarily. To use group highlighting simply respond Y when
prompted.

Left Margin
The Left Margin parameter provides for the addition of extra spaces to
the left side of your report. This is especially useful when a larger
left margin than provided for in the report is desired.

Page Length
This sets the page length for the report. With PageLength, it is easy
to print on different size paper or forms without changing your
configuration profile. To change the number of lines per page, enter
the new page length.

PC-File+ can calculate the number of lines to print on each page by
subtracting the number of lines in the HEADING and FOOTING sections
from the page length.

Note: Laser printers often require a page length of 60 when printing
in portrait mode, while other printers use 66.

Pause after each page
If you answer Y, the program waits for the operator to press a key
after printing each page. This is handy if your printer is manually
operated and you need to insert a new sheet of paper after each page.

Start at which page number
This option lets you start printing on a page other than number one.
If you have already printed part of a report and need to restart
printing (after a paper jam, for example), this allows you to skip
over what has already been printed.


                                  57



Type Size
PC-File+ can print a report using one of two pre-defined print sizes.
These sizes are determined by the printer control codes set by the
/Normal and /Condensed commands in your profiles. The Type Size
parameter on the report menu specifies which size to use.

You should always use condensed print if your report is wider than
your printer prints on one line using normal print. Normally, you'd
want to use condensed print if your report exceeds 80 characters in
width.

If you attempt to print a report that the printer cannot print on one
line, the printer either wraps each line of the report to the next
line, or it prints off the edge of the paper.

Remove Blank Lines and Spaces
This option removes blank lines created by empty fields and removes
trailing spaces in a field. Blank lines defined in the report using /n
where n is greater than 1 are not removed. Blank spaces defined in the
report using =n to tab to the right are not removed.

Flip Data Active
PC-File+ normally flips the data in a field containing the flip
character ( ~ ) . You can suppress the flip action by entering N to
the Flip data option.

Print All or Selected Records
The last option on the Report Menu lets you specify whether to print
all or selected records from a database. The default answer is A for
all records. If you choose selected records you are prompted for a
simple or complex search. Refer to "Finding A Record" for more
information.

Final Output
After you have answered the questions on the Report Menu, press (F10).
At this point, you are prompted for information about subtotals and
selected records if these options were selected.

Once all of the information has been entered, PC-File+ displays the
first record to be printed (unless the report is being printed to the
screen). It asks whether to print the first record shown; this is the
second level of selection. It allows manual selection of certain
records from the group you requested in level one.

Here you can press Y to print the current record and display the next
record, N to skip the current record and display the next record, or X
to print the current record and all remaining records that meet the
primary selection criteria without asking whether to print; or you may
press Q to stop printing the report.



                                  58


If you press (Esc) or Q when printing a report, the printing process
terminates.



















































                                  59


USING THE LETTER WRITING FEATURES

PC-File+ has a built-in letter writing and mail merge feature.
With the letter writing feature, you can create a form letter and
then merge data from your database to create personalized
letters.

CREATING YOUR LETTER

Press L or (F5) from the Master Menu to access the letter writer.

If you do not have any previously saved letters, you're asked "How
many columns wide?" Type in the width (70 is typical for most
letters); you're taken immediately to the letter editing screen.

If you have saved any letters previously, you're shown a list of
these. If you'd like to create a new letter, place the cursor on the
blank line and press (F10). If you want to use an existing letter,
move the cursor to the line containing the name of that letter and
press (F10). After you've selected the letter, you're asked "How many
columns wide?" Type in the width and you're taken to the letter
editing screen.

Above the editing screen, there is a brief summary of the types of
mail merge commands you can include in your letter. The top line of
the editing window displays the size of the window.

Below the editing window, there is a list of the field names in your
database. The length of each field is displayed in parentheses next to
the field name.

You can now create or edit the letter using the mail merge commands
where necessary. You can also include calculations or relational
lookups.

After you've finished writing your letter, press (F10). PC-File+ asks
if you want to save the letter. If you answer Y, you must first
provide a description of the letter, then a name. PC-File+
automatically includes the .LTR file extension.

THE MAIL MERGE COMMANDS

The merge commands are typed into your letter just like standard text.
However, PC-File+ recognizes the special characters in the merge
commands and replaces them with data from the database. The merge
commands all start with a period. Following are the merge commands and
their meanings.

.<fieldname>
This is a variable substitution. Data is extracted from the field
indicated. The excess spaces to the right and left of the data are


                                  60


removed, and the result is inserted into the letter. Replace
"fieldname" with the name of a field in your database. It isn't
necessary to enter the entire field name, you can enter the first few
characters or so, like ".<fiel>"

.(fieldname)
This is a fixed length substitution. Data is extracted from the field
indicated, but no spaces are inserted or removed. Rather, the data is
placed in the space allocated in your letter indicated by the left and
right square brackets. This is useful for lining up data in columns.
Replace "fieldname" above with the name of the field in your database.
It isn't necessary to enter the entire field name, you can enter the
first few characters or so, like ".(fiel)".

.<KEYIN*msg>
The .<KEYIN*msg> command is used when you want PC-File+ to pause to
accept input from the keyboard operator. You can replace "msg" with an
appropriate message. When PC-File+ processes the .<KEYIN*msg> command,
the message you enter is displayed on the screen.

Note: The letter writer does not automatically reformat your line when
the <KEYIN*> data is inserted. Take care that the <KEYIN*> information
isn't too long.

.<DATE*>
You may print this letter in the future. Instead of typing in the date
and changing it each time you print letters, you can use the .<DATE*>
command. PC-File+ pulls in the system date.

Note: If your computer does not have a clock/calendar, you need to
enter the current date using the DOS DATE command before starting
PC-File+.

.GROUP
This causes all following lines to be treated as a group, until an
.EGROUP command is encountered. All blank lines between .GROUP and
.EGROUP are removed.

.EGROUP
This ends a .GROUP. If any blank lines are found in a .GROUP, they are
removed.

.EGROUP R
This is another form of the .EGROUP command, except that the blank
lines that were removed are re-inserted at this point. This is used
for maintaining exact line spacing in your letter.

.FORMFEED
This is used to tell PC-File+ to skip to a new page. If your letter is
only one page long, .FORMFEED should be placed on the last line of the
letter. If your letter is several pages long, place one .FORMFEED


                                  61


between each page of the letter and one on the last line of the
letter.

.FF
Same as .FORMFEED above.

.CP n
The .CP n (Conditional Page) command skips to a new page, but only if
there are less than n lines left on a page. For example, if PC-File+
encountered a .CP 8, it checks to see how many lines are left on the
page. If there are less than eight lines left, the printer skips to
the next page.

.<(calculation)>
You can place a calculation in your letter. The calculation has the
same format as calculations in reports. The answer is placed at this
location in your printed letter. You can include a print mask
following the calculation to specify the format of the answer.

.<(AGE*365.25):zz,zz#.##: >

.<(relational lookup)>
You can do a relational lookup into other databases. This field has
the same format as relational lookup fields in reports. The lookup
value is inserted in your letter at this location. You can include a
print mask to specify the format of the answer.

.<(@PARTNO,PARTSDB,PART,DESC):@@@@@@@:>

.A nn,nn,nn  (ASCII command)
Special printer control codes can be imbedded in the body of your
letter by using the .A command. This is used for highlighting portions
of the text. The .A is followed by a space, then by the decimal values
of printer control characters, each separated by a comma. A space must
follow the last digit in the command. The space at the end of the
command isn't printed.

.IF (calculation)
.ELSE
.ENDIF
The .IF command brings great flexibility to your letter writing. It
allows you to include or omit text from your letter depending on the
data in the record. Here's an example of an .IF statement:

.IF (PAYMENT < BALANCE)
Please remit the balance due immediately.
.ELSE
Thank you for your payment.  We greatly appreciate your business.
.ENDIF

Notice that a comparison type of calculation is always included on the


                                  62


same line with the .IF statement. Also, each .IF command must be ended
with a .ENDIF command.

You cannot "nest" .IF statements.

PRINTING LETTERS

After you have created the letter, press (F10) to save the letter.
You're ready to print.

From here you are taken to the Report Menu. For information about this
menu, refer to "Printing Reports".

AN EXAMPLE LETTER

Let's look at a sample letter:

The .GROUP and .EGROUP commands keep your address information grouped
together, even if the field called ADDRESS is empty in some of the
records.

The .<SALUTATION> (i.e., Mr., Mrs., Ms., or Miss), along with the
.<FIRSTNAME> and .<LASTNAME>, of each record selected is plugged in
for you. This holds true for .<ADDRESS>, .<CITY>, .<STATE>, and
.<ZIP>. Each item is placed exactly where you want it in the letter.

PC-File+ then performs the calculation, and inserts the answer in the
body of the letter.

PC-File+ stops on the line containing the .<KEYIN*insult> command and
waits for keyboard input. A message is displayed reminding you to type
an insult. After you have typed your reply, press (Enter) and PC-File+
prints your reply and continues with the rest of the letter.

The .FORMFEED command at the end of the letter tells PC-File+ to
advance to a new page to begin a new letter.

CREATING LETTERS WITH YOUR WORD PROCESSOR

If your word processor saves data in a pure ASCII format, you can use
it to create letters for use with PC-File+. Be sure that the letters
you create with your word processor are saved with the file extension
.LTR.










                                  63


GRAPHING THE DATABASE

PC-File+ can give you a graphic view of your data. The graphing
capabilities of PC-File+ are especially powerful because they allow
you to summarize large volumes of data into a quickly understood
picture.

Here are some graphs that were produced with PC-File+. Please refer to
these sample charts in the discussion that follows.

These types of graphs can be produced:

Line graphs (see chart A)
Horizontal bar charts (see chart B)
Vertical bar charts (see chart C)
Pie charts (see charts D and J)
Stacked bar charts (see chart K)
Cumulative bar and line charts (see charts F and G)
Scatter charts (see charts E and L)

In addition, most of the charts permit you to include a dashed line
showing the average of the data.

Smoothed (moving) averages can also be shown and/or overlaid on the
graph. This can be extremely useful for indicating trends that
otherwise wouldn't show due to wide fluctuations in individual data
points. (See chart L.)

A projection line (regression line) can be drawn with your graph. This
is a straight line that represents the "best fit" to your data. The
"method of least squares" is used to compute the formula for the line.
(See chart E.)

Logarithmic scale on line and bar charts is an option. (See chart H).

Devices supported by PC-File+ graphics include:

CGA adapter
EGA adapter
VGA adapter
Hercules compatible monochrome card
Epson (FX) style dot matrix printers
Epson (MX) / IBM style dot matrix printers
Okidata dot matrix printers
HP Laserjet printers

If your computer has an IBM monochrome monitor, without a Hercules
compatible monochrome card, you cannot use the graphing features of
PC-File+.

DEFINING YOUR GRAPH


                                  64



To use the graphing feature, press G or (F4) from the Master Menu.

If you have previously saved graph formats, a list of these graphs is
shown. To define a new graph format, select the top (blank) entry in
the menu.

The graphics feature of PC-File+ can summarize the data before
graphing. This is similar to creating totals or subtotals for a
report, then drawing them in a graph.

There are two ways to summarize the data. To determine which method is
best for you, PC-File+ asks this question:

How would you like to summarize the graph data?

Subtotals    Subtotals or counts will be created
             for each chosen field. Each 'point'
             graphed will be a subtotal or count.

Totals       A total or count will be created for
             each field. Each 'point' graphed
             will be the total for one field.

To help you decide which option to choose, let's study an example.
Suppose that you own a fruit stand, and want to keep track of sales.
You sell apples, oranges, and cherries. Each day, you enter the daily
sales. A record in your database looks like this:

YYMMDD()the date today: year, month, day Apples()dollar sales for
apples today Oranges()dollar sales for Oranges Cherries()dollar sales
for Cherries

Now, let's suppose that you want to take a historical look at how the
products are selling. When asked if you want to summarize the data
using subtotals or totals, you would answer S for subtotals. This is
because you are going to view sales over a period of time, and a
subtotal of sales for each time period is needed.

But, suppose that you want to compare just total sales for the three
different products. You want to see which product is selling the most.
When asked if you want to summarize the data using subtotals or
totals, you would answer T for totals. This is because you're going to
view the final totals for the records.

Let's try the first example to see how product sales are doing
historically. In other words, for each month of the year you want to
see how many of each product you sold. So you answer S for subtotals
to the above question.

You're asked to select the fields to graph. In this example, you would


                                  65


put a number next to the Apples, Oranges and Cherries fields.

This is sort of like printing subtotals.

Suppose that we want to view daily sales of the products. We'll get a
lot of data in our graph, one plotted number for each day. PC-File+
needs to know which field causes the subtotals to be produced. In
other words, each time a certain field changes in value a number needs
to be plotted on the graph. Which field should be watched for a
change? In this case it's the date. So, to this question, you would
answer 1 or YYMMDD.

If, instead of a daily figure for sales, a monthly figure is desired,
we would answer YYMMDD,1,4. This tells PC-File+ to accumulate totals
until there is a change in the first four characters of the date.
Since the first four characters are year and month, it is necessary to
plot totals for each month on the graph.

If only yearly totals are desired, the answer would be YYMMDD,1,2.
This causes a total to be plotted whenever there is a change in the
first two characters of the date field--in this case, whenever the
year changes.

Now, let's go back to the original question about (S)ubtotals or
(T)otals. In the second example, we wanted to graph a final total
comparison between apples, oranges, and cherries sales. So it answered
T for Totals. In this case, PC-File+ asks which fields to graph. Since
we want to see total sales for all three products, put a number beside
each one, like this:

This tells PC-File+ to accumulate final totals for each of the three
fields indicated.

PC-File+ now asks if you want to graph values or counts. If you select
values, PC-File+ sums the fields to be graphed, and graphs the sum
value. If you select counts, PC-File+ counts the number of records
included in the graph, and graphs this number.

Next, PC-File+ asks you to supply the titles and axis labels for your
graph.

First, you're asked to enter the title of the graph. The title appears
centered at the top of the graph, in large characters. In our two
examples, appropriate titles would be Fruit Sales Over Time for the
(S)ubtotal graph, or Total Fruit Sales Compared for our (T)otal graph.

Next, you're asked to enter the subtitle of the graph. The subtitle
appears centered at the top, beneath the title.

Then, PC-File+ asks for the title of the VARIABLE axis of the graph.
Since we are keeping track of dollar sales for each product, an


                                  66


appropriate title is DOLLARS.

Finally, PC-File+ asks for the title of the CATEGORIES axis of the
graph. What are the categories being graphed? In our example of
(S)ubtotals (sales through time), the categories are time. One point
is plotted for each change in time interval. We would answer DAY or
MONTH or YEAR depending on how we told PC-File+ to accumulate
subtotals. In our example for (T)otals (total sales compared), we
should answer PRODUCT, since the graph is plotting one point for each
of the three products.

PC-File+ displays a list of graph types and asks which one to select.

Select the type of graph you want to see first. If you change your
mind after the graph is on the screen, it's very easy to display any
of the other graphs.

The answers to many of these questions can be saved away for future
use. PC-File+ asks if you want to save the graph format. If you are
going to produce this graph often, answer Y. You're asked to supply a
description for the graph, and a name under which to save the graph
format.

PC-File+ is almost ready to produce the graph. The last question asks
whether to graph all or selected records. To use all of the records in
the database, answer A. To graph only a certain subset of the
database, answer S for Selected records. If you answer S, you're
prompted to enter the record selection. Refer to the section "Finding
A Record" for more information.

VIEWING YOUR GRAPH

After all the questions have been answered, a graph appears onscreen.
To display the graph menu lines, press M. After pressing M, two menu
lines appear at the bottom of the graph.

The top menu line, the GENERAL line, is the same no matter what type
of graph you've chosen. It looks like this:

GENERAL: (O)utput (C)olor (M)enu (Q)uit (P)ie (L)ine (H)bar (V)bar
(S)catter

The bottom menu line varies, depending on what type of graph is
currently displayed.

To choose any of the menu items, just press the indicated key.

Here's a summary of the commands available on the GENERAL menu line:

(O)utput
This command allows you to print your graph. There is also a menu that


                                  67


allows you to select a printer type. The printers supported are:
Epson, IBM, Okidata, and Laserjet. For Epson MX compatible printers,
choose I. For Epson FX compatible printers, choose E. Okidata printers
in IBM mode should use I, while those in Okidata mode should use O.
After you select the printer, the menu lines are temporarily removed
from the screen until the graph has been printed.

(C)olor
Some colors may not show clearly on your screen. The Color command
allows you to select colors that show up best.

(M)enu
This command removes the menu lines from the screen. If you press M a
second time, the menu lines are brought back. (When you print the
graph, the menu lines are removed automatically.)

(Q)uit
The Quit command takes you out of the graphing mode and back to the
PC-File+ Master Menu.

(P)ie
The Pie command produces a pie chart. Sample charts D and J were
produced with the Pie command.

(L)ine
The Line command produces a line graph. See sample charts A, F and H.

(H)bar
The Hbar command produces a horizontal bar chart. See sample chart B.

(V)bar
The (V)bar command produces a vertical bar chart. See sample charts C,
G, and K.

(S)catter
The Scatter command produces a scatter graph (the points on the graph
are not connected.) See sample charts E and L.

Below is a summary of all choices available from the bottom menu line.

(T)-log
This command changes the scaling along the vertical axis of the graph.
The first time you issue it, the scaling is changed to a logarithmic
scale. The next time you issue the T-log command, scaling reverts to
the more common arithmetic scale. Sample chart H shows a logarithmic
scale.

(G)rid
The Grid command causes grid lines to be placed on the chart. To
remove the grid lines, select the Grid command a second time.



                                  68


(X)chg
The Xchg command is only used when you are graphing multiple
variables; for example, multiple line charts or stacked bar charts.
Xchg swaps the "y" and "z" variables and then redraws the graph.
Sample chart C and I use the same data. Chart I was produced by
issuing the Xchg command while viewing chart C.

c(U)m
This command produces cumulative charts from line charts or bar
charts. It's most useful when you graph multiple variables. Sample
chart F is a cumulative chart made from chart A. Sample chart G is a
cumulative chart made from chart C.

(A)vg
This command draws a line across the graph showing the average, or
mean of all the data. This allows you to easily see which categories
are above average, and which are below. This works for every graph
type except pie charts, on which it would be meaningless.

(F)it
This command draws a line across your graph showing the "best fit"
line for the points plotted. This type of line is usually used to show
trends in your data over time. The regression line is calculated using
the "method of least squares." See sample chart E.

(0-9)-Smoothed Avg
Pressing any of the number keys, 0 through 9, causes a smoothed
average line to be superimposed on your graph. Smoothed averages are
used to show trends when you have a lot of data which varies
considerably.

The smoothed average is produced by calculating an average for each
category on the graph--averaging all of the values a certain distance
to the left and right of the category.

The number you select controls the amount of smooth average used. This
number represents the number of points to the left and to the right to
be used in the smoothed average.

For example, if you press 2, then also included in the average is two
points to the left of the current point and two points to the right.
As you can see, the higher the number you choose, the greater the
amount of smoothing.

The smoothed average is used on a line chart or on a scatter chart.
Sample chart L was produced using a scatter chart selecting 1 for
smoothing.

(A)spect
The Aspect command permits you to change the aspect ratio used for
displaying and printing pie charts. If the circles aren't perfectly


                                  69


round, use this command to change the shape of the pie. The new aspect
ratio is saved and used for subsequent graphs.

The Wedge command is only used for Pie charts. It allows you to "pull"
wedges of the pie chart out away from the center for emphasis.

(D)isp
The Display command changes the method used to display labels on pie
charts and bar charts. Normally, titles and percentages are printed
adjacent to the data on the display. However, sometimes this causes
confusion or overlaps on dense charts. The Display command switches to
another method of displaying titles and percentages. Issuing this
command creates a legend at the edge of the chart, with titles next to
the legend. This can have the effect of uncluttering the display area.
Compare sample charts D and J.

ov(E)rlap
The overlap command is used to cause the bars in bar charts to overlap
each other. Sample chart K is an overlapped bar chart, made by issuing
the overlap command while viewing chart C.

(1-2) #pies
When viewing multiple pie charts, this command allows you to view
either one or two pie charts on the screen simultaneously.

(N)ext group
If you are viewing multiple pie charts, this command allows you to
view the next group of pie charts in the series.

USING HERCULES GRAPHICS

If you have a Hercules compatible graphics card and monitor, you must
run a special program before producing graphs. The program is called
MSHERC.COM. It was placed on your hard disk when you installed
PC-File+, or it is on Disk Two.

MSHERC.COM only needs to be run once each time you boot up your
computer. You run it directly from DOS. Most people prefer to put the
command MSHERC directly in their AUTOEXEC.BAT file so that it is run
automatically each time they turn on their computer.

IF YOU HAVE PROBLEMS

If you have trouble getting a graph on your screen, investigate the
following:

The program PCG2.EXE must be somewhere on the DOS path.

You must have a monitor and video adapter card that is capable of
producing graphics. (The IBM monochrome monitor without a Hercules
graphics card cannot produce graphs.)


                                  70



If you have a Hercules graphics card and monochrome monitor, you must
run the program MSHERC before starting PC-File+.

Colors are only available on EGA and VGA systems. CGA color monitors
will always display graphs in black and white















































                                  71


QUIT / CHANGE TO DIFFERENT DATABASE

To exit PC-File+ and return to DOS, or to change to a different
database, type Q while viewing the Master Menu.  PC-File+ asks:

"Quit processing, Different file, or Resume processing?"

Press Q if you're finished working with PC-File+ and you don't
want to work with any other databases.

Press D if you want to keep using PC-File+, but want to work with
a different database.

Press R if you didn't really mean to quit, in which case you're
returned to the Master Menu.






































                                  72


Additional Features

USING THE UTILITIES

The Utilities section of PC-File+ includes convenient features
that make it easy to maintain your database.

To access the features provided in the Utilities section, press
(F8) or type U while viewing the Master Menu.  The Utilities menu
screen appears and you are prompted for further action.

The Utilities menu offers the following functions:

A. Alter data entry screen text
C. Clone (change the database definition)
D. Duplicate records (list or delete)
E. Export the current database
G. Global operations: modify or delete
I. Import a PC-File+ database or other file
M. Maintenance: Copy, Delete or Rename files
N. Name of field, mask, constant or calc (modify)
P. Profile files (set up configuration)
R. Re-describe a file
S. Smart keys (load, modify or save)
U. Un-delete records
Q. Quit Utilities - Return to Master Menu

When you want to return to the PC-File+ Master Menu, type Q
at the Utilities Menu.
























                                  73


ALTERING THE DATA ENTRY SCREEN

PC-File+ lets you design your data entry screen.  You can:

include text other than field names
include boxes or other graphics characters
display names other than the actual field names
omit field names.

PC-File+ saves a picture of the data entry screen in the
database.HDR file.  PC-File+ uses this picture when displaying
individual records.  If a picture is not included in the
database.HDR file, PC-File+ displays the names of each field next
to the appropriate field.

You can change the data entry screen at any time.  This is
especially handy when you change the name of a field and want the
data entry screen to display the new field name.

To change the data entry screen text only, use the "Alter data
entry screen text" option of the Utilities menu.  To change the
locations or lengths of fields, or to add, delete or re-order
fields, you must clone the database.  For information on cloning,
refer to "Changing Your Database Definition".

To alter the data entry screen of an existing database, press A
at the Utilities menu.  PC-File+ displays the current data entry
screen, the location of each field; and it fills in each field
with asterisks.  This is to let you know where the fields are
located on the screen.  All data entry screen text changes must
be made without changing the field markers and their locations.

After you have made all text modifications, press (F10).
PC-File+ uses the modified data entry screen the next time a
record is displayed.


















                                  74


CHANGING YOUR DATABASE DEFINITION

You can create an entirely new database from an existing
database.  This allows you to create a subset of the original
database with fewer records, or to change your database
definition.

The cloning operation allows you to define a new database that is
similar to the current database, and copies the data from the
existing database into the new one.  The new database can differ
from the original in the following ways:

You can modify your data entry screen.
Fields can be lengthened.
Fields can be shortened.
New fields can be added.
Fields can be deleted.
Field sequence can be rearranged.

The new database can contain selected records from the original.

To clone your database, press (F8) or U while viewing the Master
Menu.  From the Utilities menu, choose selection C, "Clone
(change the database definition)."

There are two methods for cloning: Fast and Paint.  The Fast
method is used only if you need to make a few changes to the
database.  The Paint method is used if you have a lot of changes
to make, or if you need more flexibility than is offered by the
Fast method.

FAST METHOD

After selecting the Fast method, PC-File+ displays a list of options.

Delete fields
Add new fields
Change field lengths
Change field types
Re-order fields
Rearrange the screen

Answer Y for all operations you want to perform.

Place a Y next to each type of change you want to make.

Delete Fields
Deleting a field using the Fast method is easy.  PC-File+
displays the current field names.  Place a Y next to each field
to delete.  Press (F10) when complete.



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Add New Fields
If you select the option to add new fields, PC-File+ asks you to
enter the field name and display length for the new field.  You
now have the option to add another field.

Change Field Lengths
If you select the option to change field lengths, PC-File+
displays each field name and the current display length.  Type
the new display length for each field to change.  Press (F10).

PC-File+ asks if any of the fields are window fields.  Remember,
a window field is longer than the actual number of characters
displayed at one time on the screen.  If any of the fields are
window fields, answer Y.  Select the window field and enter the
actual field length.  Continue until you have chosen all of the
window fields.

Re-order Fields
When you clone the database using the Fast method, PC-File+ keeps
the current field order.  If you want to change the order of how
the fields are accessed in the new database, select the "Re-order
fields" option.  PC-File+ displays each field name.  Numbers are
displayed next to each field indicating the order the cursor
moves when adding or modifying records.  To change the order,
change the numbers next to each field to reflect the new order.
When you've made all of your changes, press (F10).

Rearrange the Screen
The option to rearrange the data entry screen is just like the
"Alter data entry screen text" option of the Utilities menu.  You
can change data entry screen text, but you cannot make any other
changes.  To rearrange the field locations, you must clone the
database using the Paint method.

After making text changes to the data entry screen, press (F10).

PAINT METHOD

Entry Screen Changes
After selecting the Paint method, PC-File+ displays the current
entry screen.  You can make any changes to the data entry screen.
See the section "Using the Built-in Editor" for information on
using the editing features.

Delete a field
To delete a field, place the cursor on the first character of the
field name and press the space bar to delete the field name and
field markers (the left and right square brackets).  If the field
is on a line by itself, you can press (F5) or (F6).  If the field
is the last field on a line (to the right of all the other
fields), press (F6).


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Add a field
To add a field to your database, type the new name where you want
the new field.  Then use the left and right brackets to define
the field length.  The display length will equal the number of
spaces between the left and right brackets.

Change a field's display length
To lengthen a field, insert spaces between the left and right
field markers.

To shorten a field, delete spaces between the left and right
field markers.  If you shorten a field, the existing data is
truncated to the new length.

Modify the data entry screen
You can add any text to the data entry screen.  This can include
comments, lines and other graphics characters.

After making the changes to your data entry screen, press (F10)
to continue.

Window Fields
PC-File+ asks if any of the fields are window fields.  Remember,
a window field is longer than the actual number of characters
displayed at one time on the screen.  If any of the fields are
window fields, answer Y.  You're asked to select the window field
and enter the actual field length.  Continue until you've
selected all of the window fields.

Sequencing Fields
Next, you're shown the order the fields are accessed, and asked
if you want to change the sequence.  To change the order, press
Y, then enter a number next to each field.  The number
corresponds to the order the field is accessed.

Where Does The Data Come From?
PC-File+ needs to know which field currently contains the
information so that the data can be transferred to the new
database.

PC-File+ displays the field names as they were before the cloning
process.  You'll be prompted to enter the name of the field the
data comes from for each field in the new database.  PC-File+
tries to guess which field currently contains the data.  If
PC-File+ thinks it knows which field contains the data, the field
name is displayed in the entry field.  If PC-File can't figure
out which field contains the data, the entry field will be blank.

If PC-File+ is correct, press (F10).  If PC-File+ is not correct,
enter the correct name.  If the field is a new field, just press


                                  77


(F10) when the cursor is in the blank field.

You can also indicate a portion of a field.  To do this, enter
the field name followed by a comma, followed by the starting
position, followed by a comma, followed by the number of
characters to clone.  The number of characters to clone should
equal the field length.

REMAINING QUESTIONS

The remaining questions are asked whether you used the Fast or
Paint method to clone your database.

New Database Name
PC-File+ asks you to enter the file specification for the new
database.  First, PC-File+ asks "Which drive for output?" Enter
the drive where you want the new database to be stored.  Be sure
there is enough room on the disk you select to contain the new
database.  Next, PC-File+ asks you to enter the name of the path
or subdirectory to clone to.

After you've entered a valid drive and path, PC-File+ asks you to
enter the name for the new database.  If you're cloning to the
same drive and path as the current database, you must give the
database a unique name.

If you have defined smart keys or a profile for the current
database, you can copy the smart key file and/or profile to the
new database.

Clone All or Selected Records
Finally, PC-File+ asks you whether you want to clone all of the
records in the current database or selected records.  Answer
accordingly.  If you answer S for selected records, you'll be
asked to enter the selection criteria.  Please refer to "Finding
A Record" for more information.

When PC-File+ has completed the cloning process, you have the
option to load the new database, or continue with the current
database.













                                  78


CHECKING FOR DUPLICATE RECORDS

The duplicate record utility allows you to check for duplicate records
in the current database.

There are two ways to process duplicate records:

1. You can view the duplicate records side by side. While viewing, you
can delete the record on the left, the record on the right, both, or
neither.

2. You can prepare a report of the duplicate records which you can
send to the printer, screen or disk. Once you have printed the report,
you can go back to the duplicates found and consolidate data or delete
duplicate records. If you print a report of the duplicates to disk,
PC-File+ creates a file, databasename.DUP on the same drive and path
as the database.

To check for duplicate records, select option D, "Duplicate records
(list or delete)" of the Utilities menu.

You are shown a list of fields in the current database. You can select
up to ten different fields or portions of a field to compare. Your
database must be sorted or indexed in the order you intend to compare
fields.

PC-File+ compares the data from one record to the data from the
previous record. The data must match exactly in all compare fields for
PC-File+ to consider the two records to be duplicates.

PC-File+ can only compare adjacent records. For example, the data in
record 1 can be compared to the data in record 2, but not to the data
in records 3, 4, etc.

Let's say you want to find all records with duplicate data in the
fields LASTNAME and FIRSTNAME. First, sort the database with LASTNAME
as the primary sort field and FIRSTNAME as the secondary sort field.
After the sorting process is complete, go to the Utilities menu, and
select option D to check for duplicate records. Select LASTNAME as the
first field to compare, and FIRSTNAME as the second field to compare.

Here is an example of a report, selecting on LASTNAME as compare field
#1, and the first five characters of FIRSTNAME (FIRSTNAME,1,5) as
compare field #2.

  RECNO      LASTNAME  FIRSTNAME STREET

             10        Brown     Robert    P.O. Box 111
             11        Brown     Roberta   55 Main Street

             30        Davis     Donald    123 First Street


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             30        Davis     Donald    123 First Street

             100       Smith     John      9898 Hill Road
             101       Smith     John      P.O. Box 123
             102       Smith     John      9898 Hill Road

Notice that PC-File+ considers records 10 and 11 to be duplicates.
That's because, in this example, PC-File+ was told to compare only the
first five characters of FIRSTNAME. The first five characters of
"Robert" and "Roberta" are the same, and thus considered duplicates.











































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PC-FILE+ & OTHER PROGRAMS

A very powerful feature of PC-File+ is its ability to exchange data
with many programs such as WordPerfect, Microsoft Word, Microsoft
Excel, Lotus 1-2-3, PC-Calc+, and others.

The following formats can be imported into PC-File+ databases and
exported from PC-File+ databases.

dBASE
This is the format used by dBASE II and dBASE III data files, and
other .DBF files. (PC-File+ will not import Memo fields.)

PC-Calc+
This format is used by ButtonWare's PC-Calc+ spreadsheet. PC-File+ can
import a PC-Calc+ spreadsheet. To use PC-File+ data in PC-Calc+, use
the /Import command in PC-Calc+.

DIF
This format is produced as an import/export option by many spreadsheet
programs, and by some database programs.

Fixed Length
Fixed length format is used by many programs which create "random"
files. Every record is exactly the same length, and there are no
delimiters or record separators. The only way to tell where one record
stops and the next one starts is by knowing the exact length of the
records. This format is just like the Text Editor format, except that
the end of each record is not marked by a carriage return.

Lotus PRN
The Lotus PRN format is supported on export, but not import. The
format is essentially the same as MailMerge, with one exception. In
the MailMerge format, if a field is blank or empty, nothing is written
out except the comma. In PRN files, if a character field is blank, a
pair of quote marks is written out, then the comma at the end of the
field. If a numeric field is blank, 0 is written out. PRN files can be
imported into 1-2-3 by using the File Import Numbers command sequence
in Lotus 1-2-3. To import a PRN file created by 1-2-3 into PC-File+,
you would use the Text Editor format.

MailMerge
This format consists of data fields separated by commas, with quote
marks surrounding fields which contain a comma. The end of each record
has a carriage-return and an optional line-feed. This format is used
by many word processing programs, including the WordStar "MailMerge"
program, Microsoft Works, and Microsoft Word, and is produced by many
BASIC programs. It is also an export option in many database programs.

PeachText
This format consists of each field on a separate line. It's sometimes


                                  81


called "field delimited" or "field per line" format. With Peachtext,
the only way to know where one record stops and another starts is to
know exactly how many fields exist in each record.

SYLK
This format is used by Microsoft Multiplan. PC-File+ can export to the
SYLK format, but it cannot import SYLK files.

Text editor or SDF format
This format consists of fixed length fields with no separators between
fields. The end of each record has a carriage return and sometimes a
line-feed. This format is produced by many text editor and word
processing programs, and is an export/import option in many database
programs.

User-defined delimiter
This format is supplied so you can exchange data with programs that
don't use one of the standard formats. This format allows you to
specify the field delimiter on import, and the field and record
delimiter on export. When importing using this format, PC-File+
assumes the record delimiter is either a line-feed or
carriage-return/line-feed.

WordPerfect 4.2
This format is used for WordPerfect 4.2 merge files. PC-File+ can only
import a WordPerfect secondary merge file, NOT a document file.

ASCII files
PC-File+ can import and export ASCII files. The ASCII formats
supported by PC-File+ are Fixed Length, MailMerge, PeachText and Text
Editor (SDF).

EXPORTING YOUR DATABASE

You can export the data in PC-File+ databases for use with many other
programs.

PC-File+ exports the database you are currently using. The data is
exported in sequence according to the current index.

To export your database, press (F8) or U from the Master Menu to bring
up the Utilities menu. Select option E, "Export the current database."

PC-File prompts you to enter the drive and path to contain the
exported file (you must export to a drive with enough available space
to contain the exported file). Next, PC-File+ asks for the name of the
exported file. You do not need to supply a file extension; PC-File+
automatically does that for you

After you have specified the drive, path and export file name PC-File+
lists the possible export formats. Select the appropriate format. (For


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information refer to the section above).

Note: If you need to export to a format not supported by the export
function, you can define a report format and print the data to a disk
file.

The export utility asks different questions depending on the format
selected.

If you select the Mail-Merge option you are asked if you want an extra
comma if the last field is blank. Normally, you'd want to answer N.
There may be times however, when an extra comma is necessary. If, for
instance, you are using an earlier version of Wordstar, an extra comma
is required if the last field is blank.

You are asked if the first record of the exported file should contain
the field names. Some programs, such as Microsoft Word, require the
first record to contain the field names. If you are using such a
program, answer Y, otherwise answer N.

If you select the User-defined delimiter option, PC-File asks for the
field delimiter and record delimiter to be entered. The field
delimiter separates each field. The record delimiter separates each
record. The field and record delimiters may be the same, and may vary
depending on the program. There are four options for entering the
field and record delimiters. You can:

Enter the ASCII decimal value of the delimiter. This is handy for
those keys which aren't represented by a character, such as (Tab).

Select carriage return/line-feed combination as the delimiter.

Enter the required delimiter via the keyboard. You will be asked to
enter the delimiter by pressing the appropriate key.

Select no delimiter.

Next, you are asked the following questions:

"Do you want to flip the data?" If the data contains the tilde
character ( ~ ), the data is flipped on output. You need to answer Y
if you're using your exported file with a word processing program to
perform a mail merge.

"Export all fields or selected fields?" If your database contains
fields which won't be used by the program you are exporting to, you
may want to export selected fields. You can export a portion of a
field as well.

Finally, you are asked if you want to export all records or selected
records. Please read the section "Finding A Record" for more


                                  83


information on selecting records.

PC-File+ displays the first record to export and asks "Export? Y, N,
X, Q". If you want to export this record, but still preview each
record before exporting, press Y. If you do not want to export this
record, press N. If you want to export this record, and all remaining
records without PC-File+ stopping to ask you, press X. To quit the
export process, press Q.

After your database has been exported, the exported file will have one
of the following names:

filename.DIF if you chose "DIF" format
filename.FXD if you chose "Fixed Length" format
filename.PRN if you chose "Lotus PRN" format
filename.WS if you chose "Mail-Merge" format
filename.PCH if you chose "PeachText" format
filename.SYL if you chose "SYLK" format
filename.SDF if you chose "Text Editor" format
filename.USR if you chose "User-defined delimiter" format
filename.WP if you chose "WordPerfect" format
filename.DBF if you chose "dBASE" or PC-File:dB format
filename.X1 and filename.HD1 if you chose Compressed format

IMPORTING DATA

You can import files or databases created with other programs. You can
also use the import feature to append records from another PC-File+
database to the current database.

PC-File+ imports the data into the current database. You must have a
predefined database before you can import data. A database is not
created at the same time an import is being done.

If you are importing using the Text Editor (SDF), Fixed Length, or
dBASE format, the database must match the import file exactly. The
database must be defined with the fields in the same sequence as they
exist in the import file, with the same number of fields, and matching
field lengths.

If you are importing a PeachText format file, the database must have
the same sequence and number of fields. Field lengths should be at
least as long as the import file to avoid truncation.

If you are importing using any other format, PC-File+ does not require
that the import file have the same number of fields or matching field
lengths. If the import file contains more fields than the database,
the extra fields will be ignored. If the import file contains fewer
fields than the database, the fields at the end of the record will be
filled with blanks. This is also true for field lengths.



                                  84


If the import file contains fields longer than those defined in the
database, data in those fields will be truncated to the database field
length. If the import file contains fields which are shorter than the
database, the extra spaces will be filled with blanks.

To import a file into the current database, press (F8) or U from the
Master Menu. You will see the Utilities menu. Select option I, "Import
a PC-File+ database or other file."

PC-File+ asks you to enter the drive and path which contain the file
to import. Next, you are asked to select the file to import. PC-File+
lists the first 50 files on the drive and path indicated. If you see
the file you wish to import, select it. If there are more than 50
files and you don't see your file listed, you'll need to type the name
in the blank field provided.

You are shown the import formats to select from.

B. dBASE or PC-File:dB (.DBF files)
C. PC-Calc+                      (by ButtonWare)
D. DIF                                     (i.e. Visicalc, etc.)
F. Fixed length                  (i.e. random files)
M. Mail-merge                              (comma-delimited)
P. Peachtext                     (i.e. 1 field per line)
T. Text editor (SDF)             (i.e. fixed length, c/r)
U. User-defined field delimiter
W. Wordperfect
X. Compressed                    (by PC-File export)

If you select the User-defined delimiters option, you are requested to
enter the field delimiter.

Next, you are asked if you'd like to append the new records to the
database, or overwrite the existing data. Answer accordingly. If you
select A, the imported records appear in sequence according to the
current index. If you answer O to overwrite, the existing records are
deleted, and the records imported begin at record 1.

You are asked if you want to import all records or selected records.
Answer accordingly. Please refer to the section "Finding a Record" for
more information.

PC-File+ begins the import process and displays the first record to be
imported. It asks "Import? Y, N, X, Q". If you want to import this
record, but preview every other record before importing, answer Y. If
you do not want to import this record, answer N. If you want to import
this record, and all remaining records without PC-File+ stopping to
ask you, answer X. If you want to abort the import process press Q.

We recommend you always answer Y for the first few records to
determine that the records are importing properly. If you notice that


                                  85


records are not importing properly, you can stop the import process by
typing Q. If the records aren't imported properly, either select a
different import format, or clone the database to make sure it matches
the import file.

















































                                  86


GLOBAL MODIFY AND DELETE

If you need to modify a lot of records with the same values, or delete
a lot of records at one time, the global modify and delete feature of
PC-File+ is very convenient. Think of this as a bulk, or batch modify
or delete.

To perform a global modify or delete, press U or (F8) from the Master
Menu to get to the Utilities menu. Then press G for "Global
operations".

You are asked if you want to perform a global modify or delete. Choose
M to modify a series of records, D if you want to delete a series of
records.

Whether you choose to modify or delete records, you're asked if you
want to modify or delete all or selected records. To operate on all
records in the database, press A. To limit the operation to selected
records, press S. If you press S for selected records, the search menu
screen appears. Refer to "Finding a Record" for more information.

If you're doing a global modify, PC-File+ asks you to enter the new
values in the fields to modify.

The screen looks like this (using a fictitious database):

This screen lets you replace the current data with new information. If
you don't enter anything into a field, the data in that field is not
changed during the modify. If you do enter something into a field,
every record selected for updating has that field replaced with the
new value. You can blank a field by entering spaces.

You can enter new data into one, several, or all of the fields. Every
field that has new data entered is modified.

The wildcard character can be very useful here. Remember the wildcard
character is an underscore ( _ ). If you use a wildcard character as
part of the new data in a field, it tells PC-File+ not change the data
at this spot during the modify.

Let's try an example. Suppose that you'd like put a dash into every
zip code after the first five characters. You want to leave the first
five characters of the zip code unchanged, but you want the sixth
character to become a "-". Also, you want every character after the
sixth one to be left unchanged.

Here's how to fill in the screen:

PC-File+ locates a record which matches your search. If you're doing a
global modify, you're asked "Modify? Y,N, X(stop asking), Q(Quit)". If
you're doing a global delete, you're asked "Delete? Y,N, X(stop


                                  87


asking), Q(Quit)".

If you wish to perform the modify or delete, press Y.

If you wish to leave the record unchanged and continue to search for
the next record, press N.

If you're absolutely sure of what you're doing and wish to have all
future modifies or deletes done with no more questions asked, press X.
CAUTION! Things happen fast in PC-File+. If you press X, you'll modify
or delete a lot of records quickly. Think hard before pressing X, and
be certain that you have a fresh backup copy of your database just in
case things don't go as you expected. We recommend pressing Y for the
first several records so you can be sure the records being selected
are the ones you want.

To stop the global modify or delete process, press Q.




































                                  88


MAINTENANCE OF FILES

You can copy, delete or rename PC-File+ data files from within the
program, or if you prefer, you can use DOS commands instead.

To copy, delete or rename files, press U or (F8) from the Master Menu.
From the Utilities menu, press M, "Maintenance: Copy, Delete or Rename
files".

The following types of PC-File+ files can be copied, deleted or
renamed:

D.  Database(.HDR, .DTA, .INX)
P.  Profile file(.PRO)
S.  Smart Key file(.KEY)
L.  Letter format(.LTR)
R.  Report format(.REP, .ANS)
G.  Graph format(.GR)

COPY A FILE

It is important to make frequent backup copies of your PC-File+
database and associated files. You never know when you might need to
refer to a backup copy.

After you have selected the type of file to copy, you are asked to
enter the drive and path where the file is located. You are then shown
a list of all files of the type selected. Select the file to copy.

Then you are asked to enter the drive, path and filename to copy to.
If you are copying to a different drive or path, you can give the file
the same name. If you are copying to the same drive and path, the file
needs a new name.

If you enter the name of a file which already exists on the drive and
path selected, the existing file is replaced and the existing data is
lost. Be sure not to replace a file you may need later.

The copy feature of the Utilities menu can only copy files if they can
fit on the designated drive. If you are copying from a hard disk to a
floppy disk and your database takes up more space than is available on
the floppy disk, use the DOS BACKUP command to back up your files to
multiple floppy disks. Refer to "Backing Up Your Database" for more
information.

DELETE A FILE

You can delete any PC-File+ data file without having to exit the
program.



                                  89


After selecting the type of file to delete, you're asked to enter the
drive and path where the file is located. You are shown a list of all
files of the type selected. Select the file to delete.

PC-File+ displays the file name, and asks you to verify that this is
the file to delete. Just in case you selected the wrong file, you can
still prevent PC-File+ from deleting the wrong file by answering N. If
you want to delete the file, answer Y.

RENAME A FILE

You can also rename PC-File+ data files from within the program.

After selecting the type of file to rename, you are asked to
enter the drive and path which contain the file.  You are shown a
list and asked to select the file to rename.  Enter the new name.

Make sure you enter a unique name.  If you enter the name of a
file which already exists, PC-File+ cannot rename the file(s).

































                                  90


ALTER FIELD NAME, MASK, CONST, CALC

The "Name of Field, Mask, Constant or Calc (modify)" option is an area
of PC-File+ where you can do several things:

You can change the name of a field.

You can provide an edit mask for a field to carefully screen what's
typed into the field by the operator.

You can provide an automatic field. This is where the date, time, or
other information can be automatically entered for the operator.

You can provide a constant for the field. This is pre-entered data
which can either be accepted as input, or typed over by the operator.

You can provide a calculation for the field. This can be an arithmetic
calculation, date calculation or relational lookup into another
database.

To perform any of these functions, you must first select the Utilities
option by typing U or (F8) while viewing the Master Menu. Then, from
the Utilities menu, press N to select "Name of Field, Mask, Constant
or Calc (modify)".

You are shown a list of all the field names and asked which field to
change. After selecting the field, PC-File+ displays the current field
name, mask, constant and calculation, and asks you which you want to
change.

FIELD NAMES

You can change as many field names as you like and as often as you
like. In choosing a new name for the field, keep these points in mind:

1. Use only alphabetic characters, numbers, and the underscore
character for field names.

2. Never start the field name with a number. It should always start
with an alphabetic character.

3. Changing a field name does not automatically alter the data entry
screen.

4. You must modify reports, letters, graphs and calculations to
reflect the new field names.

EDIT MASKS

You use an edit mask to define which characters are allowed when
entering data into a field. If you don't provide an edit mask, all


                                  91


characters (with an ASCII value greater than 31) are allowed in the
field. If you have a numeric field, only the digits 0 through 9, as
well as the decimal and minus sign are allowed.

A carefully thought out edit mask can prevent the operator from
accidentally keying the wrong characters into your fields. This means
you can restrict the kind of information that can be entered. For
example, you can make sure that only numbers get entered in zip code
fields and only letters in a name field. Before we go over some
examples, you need to know a little bit more about how to enter
information in the edit mask.

To set up an edit mask, enter a colon, followed by pairs of
characters, ending with a colon. Each pair of characters defines a
valid range of characters which should be allowed as input. Spaces and
punctuation are counted as characters here, so you must enter those in
pairs also.

For example, :AZ: allows uppercase characters from A through Z.

Similarly, :YZ: allows only Y and Z, and :YY: allows only Y. :YYyy:
allows only uppercase and lowercase Y.

The edit mask :AZaz: allows all uppercase and lowercase letters, but
nothing else.

The edit mask :AZaz09: allows all uppercase and lowercase letters, all
numbers 0 through 9, and the space character. (Note: There are two
spaces after the 9, before the ending colon.)

Automatic Fields
Certain field masks can be used to cause automatic data entry into a
field. If you use one of the masks listed below, data is automatically
supplied for the field whenever records are being added or modified.
These masks must be entered in uppercase.

The masks and their automatic data are as follows:

Mask            Example of supplied data:

:MO*:           10           (the month)
:DY*:           20           (the day)
:YR*:           88           (the year)
:YYMMDD*:       881020       (date yymmdd)
:DATE*:         10-20-88     (date mm-dd-yy)
:MM/DD/YY*:     10/20/88     (date mm/dd/yy)
:DD/MM/YY*:     20/10/88     (date dd/mm/yy)
:TIME*:         14:37        (time hh:mm)
:UNIQUE*:       31415        (a unique record number)
:DUPE*:         Smith        (duplicates from previous record)



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The UNIQUE* field shown above merits further explanation. The number
automatically placed into this field is a number that is unique for a
particular record in the database. No other record has this number.
Even if you sort the database, the UNIQUE* number does not change.
Unlike previous versions of PC-File+, the last unique number is stored
in the header (.HDR) file. Within one database, unique numbers are
never reused, even after records are deleted. You should always use
the "add-only" option described later in this section when you use the
UNIQUE* mask.

Automatic Fields with Edit Masks
Even though the data is automatically supplied for automatic fields,
you can also supply an edit mask to limit what the operator can key
into the field.

To supply an additional edit mask for the automatic field, just add
the edit mask data after the asterisk. Here are some examples:

:YYMMDD*09:
numbers only

:DUPE*AZaz:
letters only

CONSTANTS

Specifying a constant for a field is just like specifying automatic
data for the field except that you get to provide an exact value for
the field.

For example, suppose that most of the addresses in your name and
address database are from Poughkeepsie. Every time a new record is
added to the database, you'd like to save the operator from having to
type POUGHKEEPSIE. You can provide a constant for the field, which
automatically provides it with the name of POUGHKEEPSIE. Then, the
operator can just skip over the field and accept the value provided.
If a different city is needed, the replacement value can be typed over
the constant data provided.

When you provide a constant for a field, you must put quotation marks
on both sides of the constant.

Here are some examples:

"Poughkeepsie"
"Walla Walla"
"I.B.M.  Personal Computer"

CALCULATIONS

You can also specify a calculated field. The data for the calculated


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field can be generated from an arithmetic calculation, a date
calculation or a relational lookup.

These types of calculations are also available with a complex search,
in a report or letter, and when using (Alt)C, the calculator hot-key.

Arithmetic Calculations
An arithmetic calculation can include data from other fields and
numeric constants. An arithmetic calculation looks like this:

(fieldname*fieldname)

Replace "fieldname" with the name of a field, or a numeric constant.
You can abbreviate field names, taking care to specify enough of the
leading characters of the field name to make sure PC-File+ can
distinguish it from other fields in the database. Each of these
calculations is functionally the same:

(gross - costs)
(gro - cost)

Replace "*" in the first example with + for add, - for subtract, * for
multiply, / for divide, ^ for exponent, or % for modulo.

Calculations must start with a left parenthesis and end with a right
parenthesis. The number of left parentheses must equal the number of
right parentheses. Parentheses may be freely used to force the
calculations to be done in a specific sequence. In the next example,
the inner set of parentheses is required to force the addition to
occur first:

((Washington + Oregon) * 128.25)

Within a pair of parentheses, there is a definite order of
calculation. First, exponentiation (the ^ operation) is done. Then
multiplication, division, and modulo (*, / and %) are done. These
three have equal priority. Finally, addition and subtraction (+ and -)
are done. These two have equal priority.

You can test your understanding on the following example. The correct
answer is 20.

(1 + 2 * 3 ^ 2 + 1)

Within a calculation, spaces may be freely used or omitted to make the
formula more readable. For example, each of the following produces the
same result:

(gross-costs)
(gross-costs)
(gross-costs)


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When entering an arithmetic calculation, you can add "d" at the end of
the calculation, where "d" equals the decimal places. The following
calculation specifies two decimal places when entered for a character
field:

(SUBTOTAL+TAX+SHIPPING).2

Note: The ".d" is only required when entering a calculation for a
field. It should not be used with calculations in searches, reports
and letters.

Here are some other examples of arithmetic calculations:

(CENTS/100)
((RADIUS^2)*3.1415927)
((QTR1+QTR2+QTR3+QTR4)/4)

Date Calculations
PC-File+ can perform calculations on dates. You can compute the number
of days between two dates. You can also generate a new date by adding
or subtracting a number of days from a given date.

The following date operations are provided (examples of their use
follows):

(@TODAY#) creates today's "day number" relative to 01/01/1901. The
reason for creating a day number is to compare it or do arithmetic on
it.

(@DAY#,mask) gets a date from the "calculation stack" and converts it
to day number. The mask indicates the format of the date. Valid masks
are ymd, ydm, mdy, myd, dmy, dym and yymmdd.

The y(year), m(month), and d(day) in the mask tell what sequence the
date numbers are in. For example, if the day comes first, then the
month, then the year, use dmy.

The 3-character masks assume that your dates have at least one
separator character between month, day, and year. Here are some
examples of dates that are handled correctly by 3-character masks:

10/20/88
20.10.88
10-20-1988
Oct. 20, '88
October 20, 1988
20 Oct 1988

The 6-character mask, yymmdd, is used for date fields that have no
separator characters. These fields are assumed to contain 6 adjacent


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digits with year, month, and day; 2 digits each. For example, 881020.

(@DATE,mask) gets a day number from the "calculation stack" and
converts it to a date format. The mask indicates the date format for
output. Examples are mdy/, dmy and dmy-. The m(month), d(day), and
y(year) in the mask tell what sequence the date numbers should be
placed in. The character following at the end of the mask tells what
separator character to use between the date numbers. For example, mdy/
would produce a date like 10/20/88.

Each date arithmetic operation should be surrounded by parentheses, as
shown above. TODAY, DATE and DAY must be uppercase and the mask must
be lowercase. TODAY and DAY must have a # sign immediately following
them (TODAY# and DAY#). DATE must not have a # sign following.

Here are some sample calculations using date arithmetic, to help you
understand these operations.

Convert (@TODAY#) to Date Format
Put today's date (from the computer) into month, day, year format with
dashes separating, like this: 10-20-88

( (@TODAY#) (@DATE,mdy-) )

(@TODAY#) gets today's day number. Then, (@DATE,mdy-) takes the result
(today's day number) and converts it to a mm-dd-yy format.

Elapsed Time
The following example calculates how many days it took a customer to
pay his bill. (Find the answer to PAY_DATE minus BUY_DATE). Assume
that both dates are in month/day/year format.

( (PAY_DATE (@DAY#,mdy)) - (BUY_DATE (@DAY#,mdy)) )

First, PAY_DATE is retrieved. Then, it is converted to a day number
and saved for use later in the calculation. Then, BUY_DATE is
retrieved. It is converted to a day number. Finally, the BUY_DATE day
number is subtracted from the PAY_DATE day number to produce the
difference in days between the two dates.

Calculate a Future Date
The following example calculates a new date 60 days after the CONTACT
date.

( ((CONTACT(@DAY#,mdy))+60) (@DATE,mdy/) )

First, the date in the CONTACT field is converted to a day number.
Then 60 is added to the day number. The day number is then converted
back to a date in month/day/year format.

Compare Dates to Another Date


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The following two examples show how to use date calculations to
compare dates to other dates. These examples can be used for searching
and selecting records. The first example selects records where
DUE_DATE is greater than today's date. The second example selects
records where DUE_DATE is less than the constant of 01/02/90.

( (DUE_DATE(@DAY#,mdy)) > (@TODAY#) )
( (DUE_DATE(@DAY#,mdy)) < ("01/02/90"(@DAY#,mdy)) )

Relational Fields
A relational lookup is just another type of calculation. When PC-File+
detects a relational field, it goes out to the indicated database and
retrieves the necessary data, placing it into the input field for you.
This occurs only when you add or modify a record.

To specify a relational lookup as part of a calculation, you first use
the @ character, followed by four more identifiers. Here's a sample
relational lookup:

(@partno,pmaster,partno,price)

You can read this relational lookup from left to right, like this:

"Using "partno" from the current database, go out to the "pmaster"
database, and find the same data in the "partno" field and bring back
the data from the "price" field for that partno."

You can use a relational lookup in conjunction with a calculation. The
following example takes the current quantity, then goes out to the
master file to find the price, and multiplies the two together
(quantity times price).

(QUANTITY * @PARTNO,PMASTER,PARTNO,PRICE)

Here's the way to remember the order of what you're doing with a
relational lookup:

RELATED FIELD, LOOKUP DATABASE, LOOKUP FIELD, LOOKUP DATA

RELATED FIELD

The field in the current database, which contains a value that you
want to look for in some other database.

LOOKUP DATABASE

The database to look in to find a match for the related field. This
may include a drive and/or path, as well as the database name. For
example:

C:\PCFDB\CUSTOMER


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You CANNOT abbreviate the lookup database file name; you must not
include a file extension.

LOOKUP FIELD

The field in the LOOKUP DATABASE, which corresponds to the RELATED
FIELD. This field may have a different name than the RELATED FIELD,
but its data is the same.

LOOKUP DATA

After finding a match in the LOOKUP DATABASE, the data in this field
is brought back into the current database.

Random Number Calculation
PC-File+ also provides a calculation which produces random numbers.
Here's an example to create a random number between 0 and
1000:(@RANDOM#), creates a random number between 0 and 1. The function
must be enclosed in parentheses. This number is available for further
arithmetic or to be printed. Here's an example to create a random
number between 0 and 1000:>

((@RANDOM#) * 1000)

Note: The (@RANDOM#) function can be used for sorting and included in
reports.

ADD & MODIFY ONLY MASKS, CONSTANTS & CALCS

Normally, masks, constants and calculations are active when you add
and modify records. However, you can have masks, constants and
calculations active only when you are adding new records, but not when
you are modifying records. Or, you can have them active when modifying
records, but not when adding new records.

To make a mask, constant or calculation active only when adding
records, you put an "*A" at the end. This must be an uppercase A.
Examples:

:UNIQUE*:*A
:YYMMDD*09:*A
"Bellevue"*A
"()-"*A
((QTY*PRICE).2)*A
(@Acct,Customer,Acct,Company)*A

To make a mask, constant or calculation active only when modifying
records, you put an "*M" at the end. This must be an uppercase M.
Examples:



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:TIME*:*M
:DATE*09:*M
"PAID"*M
(100*PREV_BAL)*M

















































                                  99


CONFIGURING SYSTEM--PROFILES

PC-File+ comes configured ready to run on most IBM compatible
machines. You can change many of the PC-File+ options to suit your
individual taste and hardware configuration.

The configuration commands are stored in a profile file. There are two
types of profile files: the master profile, PCFILE.PRO, and individual
database profiles, databasename.PRO.

Whenever you start PC-File+, it reads the PCFILE.PRO file on the
current drive and path. PC-File+ uses the information found in
PCFILE.PRO to adjust itself to your requirements. If PC-File+ does not
find the file PCFILE.PRO on the current drive and path, it assumes
certain defaults:

/BG,0       black background
/FG,15      bright white foreground
/FG2,7      white boxes and highlighting
/PAGELEN,66 the page is 66 lines long (11")

The file PCFILE.PRO which was included on your distribution disk
includes the above commands.

PC-File+ also allows you to have individual profiles for each
database. For example, you might want to have different colors, a
different snapshot label definition, or different passwords for each
database.

After PC-File+ starts and processes the PCFILE.PRO file, it asks for
the database to be used. If it finds a profile with the same name as
that database, it uses the configuration commands in the database
profile, overriding any similar commands from the PCFILE.PRO file.

For example, if your database is named EMPLOYEE, you can create a
profile for it called EMPLOYEE.PRO. You need to place this profile on
the same drive and subdirectory with your database. Whenever you use
the EMPLOYEE database, PC-File+ reads the settings in EMPLOYEE.PRO and
adjusts itself accordingly.

CHANGING THE CONFIGURATION

You can change the configuration and profile parameters in one of two
ways.

1. You can start PC-File+ and go directly to the configuration setup
menu by typing PCFSETUP at the DOS prompt. (You must use this method
if you have not yet defined any databases.)

2. If you are working with a database and find a need to change one or
more settings, select option P of the Utilities menu, "Profile files


                                 100


(set up configuration)."

You are asked if you want to create a new profile, edit an existing
profile, or load a new profile.

When creating a new profile, you can use an existing profile as a
sample. This allows you to create a profile which is similar to
another without having to type in all of the parameters. You can edit
any profile.

After making any changes, PC-File+ automatically loads PCFILE.PRO and
the profile for the current database.

You can load a profile with a name other than PCFILE or your current
database. This is useful when you need multiple snapshots or different
printer information, for example.

The Configuration Screen
If you are creating a new profile from scratch, the first six fields
are blank, and the remaining options are set to N. If you are using an
existing profile as an example, or if you are editing an existing
profile, the first thirteen fields are then set accordingly. The last
four fields are always set to N.

You only need to provide answers for the parameters you wish to define
or edit. To define or edit the printer defaults, passwords, the Keyin
macro and/or snapshot label, you must answer Y to the appropriate
question.

Changing the Screen Colors
You can select the colors for PC-File+ to use on your color monitor.
There are three areas to color on PC-File+--one for background, one
for text (foreground) and one for field names.

To change these colors, move the cursor to the appropriate field and
enter the number corresponding to the color you want. The colors are:

 0 -- Black
 1 -- Blue
 2 -- Green
 3 -- Cyan
 4 -- Red
 5 -- Magenta
 6 -- Brown
 7 -- White
 8 -- Gray
 9 -- Lt Blue
10 -- Lt Green
11 -- Lt Cyan
12 -- Lt Red
13 -- Lt Magenta


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14 -- Yellow
15 -- Bright White

File Specification Defaults
You can save a default drive, path, and/or database in PCFILE.PRO. If
PCFILE.PRO contains any of these parameters, PC-File+ bypasses the
screens asking for this information. The default drive, path and
database parameters should not be used in an individual database
profile.

Note: If you are using floppy diskettes, you probably won't store the
database in a subdirectory. If you'd like PC-File+ to bypass the
"Path" question, enter a backslash in the "Path" option of your
PCFILE.PRO file.

Miscellaneous Configuration Options
Listed below are other miscellaneous configuration options which can
be included in PCFILE.PRO or a database profile.

Case Sensitive Finds
PC-File+ treats upper and lowercase letters the same when you search
for data. However, PC-File+ can perform case sensitive searches to
distinguish between upper and lowercase letters. For example, if you
request case sensitive searches, and ask for SMITH, PC-File+ selects
all records with SMITH, but no records with Smith or SMIth, etc.

Case Sensitive Sorts
You can tell PC-File+ to distinguish between upper and lowercase
letters when sorting and building indexes. If you request case
sensitive sorts, uppercase letters are sorted before lowercase
letters. Otherwise, upper and lowercase letters are treated equally.
The following charts show the difference between case sensitive and
case insensitive sorts and indexes.

CASE SENSITIVE
Anderson, Andy
DAVIS, Donald
Davis, David
brown, bob
davis, danny

CASE INSENSITIVE
Anderson, Andy
brown, bob
davis, danny
DAVIS, David
Davis, Donald

Autoskip
Normally, PC-File+ requires you to press (Enter) to move from one
field to the next while adding or modifying a record. However, you can


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tell PC-File+ to automatically move to the next field if you fill the
current field. In order for PC-File+ to automatically move the cursor
to the next field, the cursor must be in the last position of the
field.

FASTVIEW

The FASTVIEW option produces faster screen output. On some screens,
however, selecting FASTVIEW results in "snow" whenever data is written
to the screen.

Expert menus
This option causes PC-File+ to use a one line menu when displaying
records and browsing.

European dates
Normally, PC-File+ prints dates on reports like November 20, 1988.
Selecting Y for this option causes PC-File+ to print dates in a
European format on reports, like 20 November 1988.

Changing the Printer Defaults
PC-File+ allows you to define four different parameters for your
printer. The four parameters are:

the printer control code(s) for Normal print
the printer control code(s) for Condensed print
the length of the page
the port your printer is connected to

If you answer Y to define or modify the printer defaults, you're asked
to provide answers for each of the four parameters.

Printer Control Codes--Normal and Condensed
When you print a report or a letter, you can select between two
printer options, Normal and Condensed. PC-File+ is distributed with
the IBM or Epson printer control codes for Normal and Condensed print.
Depending on your needs and printer, you may want to change these
printer control codes.

If you answer Y to define or modify the printer defaults, you are
first shown a screen listing various printers. Select the printer you
are using.

C. Itoh/NEC dot matrix printers
D. Diablo dot matrix printers
H. HP LaserJet Series II (10 pitch/16.66 pitch)
I. IBM/Epson printers and compatibles
L. LaserJet compatibles (portrait/landscape)
O. Okidata printers in OKI mode
R. Radio Shack (Tandy) printers
T. Toshiba printers and compatibles


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0. Use no printer control codes
1. Enter your own printer control codes

We have included printer control codes for some of the more popular
printers. If you see your printer listed, enter the appropriate
letter. Note: PC-File+ always defaults to option I for IBM/Epson
printers, even if your profile currently contains the printer control
codes for another printer. If you want to view or edit the current
codes, select option 1.

You can tell PC-File+ not to send any printer control codes to the
printer. You might want to do this if you have a daisy-wheel printer,
or if you use an external program to set your printer control codes.
Answer 0 if you do not want to send any printer control codes to the
printer.

If you do not see your printer listed, or if you want to change the
pre-defined printer control codes for your printer, press 1. You are
taken to another screen to enter the printer control codes. First,
enter the printer control codes for normal print. Next, enter the
printer control codes for condensed print.

Enter the printer control codes in the editing window. As indicated on
the screen, you should enter the ASCII decimal value of the printer
control code, separating each ASCII value with a comma. For example,
if the code for normal print or 10 cpi for your printer is ESC G, you
would type 27,71. You do not need a comma after the last value. Refer
to your printer manual to verify the control codes for your printer.

You are not limited to normal print or condensed print. You can enter
the printer control codes for italics, double-strike, elite pitch,
etc. However, remember that the codes you enter for Normal are sent to
the printer when you use the normal parameter, and the codes you enter
for Condensed are sent to the printer when you use the condensed
parameter.

Page Length
After you have selected the printer control codes for normal and
condensed print, you enter the page length. The length of the page can
be calculated by multiplying the length of the paper in inches by the
number of lines printed per inch. Normally, a printer prints six lines
per inch. If you are using 8 1/2" by 11" paper, you would indicate 66
lines per page (6 x 11 = 66).

Note: Laser printers and printers using single sheet feeders often use
60 lines per page in portrait mode.

PC-File+ automatically calculates the number of lines of text to be
printed per page. The number of lines to print per page is equal to
the length of the page minus the number of heading lines and footing


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lines.

Printer Port
You're also asked to select the port your printer is connected to.
Most printers are connected to the first parallel port, LPT1:.
However, some printers, such as laser printers and daisy-wheel
printers may be connected to the serial port, COM1: or COM2:. Select
the port for your hardware configuration.

Passwords
If you answer Y to define or modify the passwords, you're shown the
following options:

PC-FILE+ MASTER MENU PASSWORD
ADD PASSWORD
MODIFY PASSWORD
DELETE PASSWORD
SORT PASSWORD
SYSTEM PASSWORD
XXX OVERRIDE PASSWORD

If you define a password for a particular function, you must enter the
correct password whenever you try to access that function. For
example, if you define an ADD password, when you press (F1) or type A
from the Master Menu, PC-File+ prompts you to enter the password. If
you do not enter the correct password, PC-File+ does not let you add
new records.

A password can be up to three characters long and can include any
combination of letters, numbers, punctuation characters, or a space.
The password feature is not case sensitive.

If you don't want a particular feature to be password protected, just
leave the password field blank.

Refer to "Passwords and Security" for more information.

/KEYIN--Keystrokes to Run at Startup
It's possible to have PC-File+ automatically run the equivalent of a
smart key every time it loads a profile. The /KEYIN command is
executed when you start PC-File+ if the command is in PCFILE.PRO. In
addition, it's executed every time the database is opened if the
command is in the associated database profile.

To define or modify the /KEYIN command, answer Y on the setup screen.
Enter the command keystrokes in the editing window. Refer to "Setting
up the Smart Keys" for a list of characters allowed in the /KEYIN
command string.

Let's say that every time you load your customer database, you want to
sort on the field ZIPCODE. You don't want the operator to have to


                                 105


remember to do this every day. With the /KEYIN parameter, PC-File+
does this for you automatically. Inside the profile file for your
database you would include:

/KEYIN,SZIPCODE(324)A(324)C

The /KEYIN parameter tells PC-File+ to enter S at the Master Menu to
Sort the database. Type in ZIPCODE as the primary sort field, press
(F10). Choose A for an ascending sort. Press (F10) to indicate no
secondary sort field. Choose drive C as the work drive.

Snapshot Mailing Labels
To define or modify a Snapshot mailing label, answer Y in the field
Snapshot Label.

Enter your Snapshot mailing label definition in the editing window.
You can include up to 250 characters in your Snapshot label
definition. The Snapshot label definition has the format:

device,t,f,f,f,f,f,f,f,f,f,f

where "device" is the name of the DOS device used for the Snapshot
label output, "t" is the number of characters to tab to the right on
each line, and "f" is the data to print on the label.

Refer to "Snapshot Mailing Labels" for more information.

Saving the Profile
After you've answered all the profile configuration questions,
PC-File+ asks if you are ready to save the profile. If you made a
mistake or forgot to change a parameter, answer N. PC-File+ takes you
back to the first screen, and allows you to modify any answer.

If you have completed the configuration setup, answer Y. Enter the
drive, path and name of the profile to save the parameters in.

PC-File+ automatically reloads PCFILE.PRO on the program drive and
path, and the profile for the current database.

Using a Text Editor to Modify Profiles
You can edit a profile with a text editor or word processor that saves
the file in an ASCII format.

PROFILE COMMANDS ON DOS COMMAND LINE

Any profile command can be used on the DOS command line when PC-File+
is started. To do this, type PCF, press the space bar once, then type
the configuration command.

For example:



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PCF/DRIVE,B

This would cause PC-File+ to default to reading drive B for database
files. If you need to include more than one command, you must separate
each with a comma.

You may want to create a batch file to load the database that you use
frequently. You can include PC-File+ profile commands in the batch
file. For example:

PCF /drive,D,/Path,\invoice,/file,invoice

This would cause PC-File+ to start and automatically load the INVOICE
database that is in the \invoice subdirectory on drive D. Refer to
your DOS manual for more information on batch file commands.

CONFIGURATION COMMANDS SUMMARY

/ADDPW,xxx       password allowing additions to database
/AUTOSKIP        automatic skip to next field when full
/BG,n            background screen color 0-7 (note 1)
/CASEFIND        case sensitive searches
/CASESORT        case sensitive sorts
/CONDENSED,n,n   ASCII values to cause condensed print
/DELPW,xxx       password allowing deletions in database
/DRIVE,x         default disk for data
/EURODATE        print dates in european date format
/EXPERT          smaller menu prompts where possible
/FASTVIEW        faster screen writes (possible snow)
/FG,n            foreground screen color 0-15 (note 1)
/FG2,n           alternate color (field names, highlight)
/FILE,xxx        default database name
/KEYIN,xxx       keystrokes to run at startup
/LBL,xxx         gives Snapshot label format (note 2)
/MODPW,xxx       password allowing modify in database
/NORMAL,n,n      ASCII values to cause normal print size
/NOTRAP          don't trap disk errors and (Ctrl)(Break)
/PAGELEN,n       size of page (number of print lines)
/PATH,xxx        default subdirectory for data
/PRPORT,xxx      printer output port
/SORTPW,xxx      password allowing sorts on database
/SYSPW,xxx       password allowing system operations
/USEPW,xxx       password allowing use of the database
/XXXPW,xxx       allows override of all passwords









                                 107


PASSWORDS AND SECURITY

PC-File+ allows you to establish passwords for each of your databases.
The passwords ARE NOT meant to protect your database from persons with
evil intentions. The passwords are only designed to prevent users of
the database from accidentally performing operations that they do not
normally need to do.

If passwords are not provided for a database, all users of the
database are allowed to perform any of the operations.

Each of the following operations can be controlled by the use of
passwords:

viewing the database, or using it in any way
adding records
modifying records
deleting records
sorting the database
performing system type operations on the database, such as defining
reports, or changing smart keys

It is even possible to set the passwords up so that the Master Menu
omits options you don't want the user to know about.

Before we talk about each password, here are a few notes about
passwords in general.

Passwords can be from one to three characters long. Any of the
characters on the keyboard can be used when creating the password, in
any combination. Thus, passwords can be numbers, letters, punctuation
marks, or any combination of these. Here are some examples of valid
passwords:

911
JB
RED
#*$
R/D

The password feature is not case sensitive. For example, if you define
a password ABC, the user of the system is allowed access if he/she
provides abc, aBc, etc. This is so that it is easy to enter the
password, if you know it.

One password that is particularly important is XXX. If you specify XXX
as the password for a certain activity, it means that NO ONE is
allowed to perform the activity. The activity isn't even displayed as
an option on the Master Menu. However, you can optionally provide an
override password for your own use. More about the override password
later in this chapter.


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To set the passwords, you need to run PC-File+ and use the setup
routine. There are two ways to do this. First, you can go into setup
directly from DOS. Just type PCFSETUP at the DOS prompt. Or, you can
bring up PC-File+ in the usual fashion. Then, from the Master Menu,
type U or press (F8). From the Utilities menu, press P for "Profile
files (set up configuration)".

On the configuration screen, a menu item is displayed, which asks if
you want to define or modify passwords. Answer Y and press (F10). The
password setup screen follows.

There are six PC-File+ operations which will accept a password, and a
special password, XXX, which overrides any operation that has XXX for
it's password.

Master Menu Password
This is the highest level password. If you provide a Master Menu
password, the user has to give this password in order to do ANYTHING
with the database. If this password cannot be provided, the user is
not allowed to access any aspect of the database. It can't even be
viewed.

Add Password
This password controls adding records to the database. If a password
is specified here, the user has to provide the same password the first
time an attempt is made to add a record to the database.

Modify Password
This password controls modifying records in the database. If a
password is specified here, the user must provide the same password
the first time an attempt is made to modify a record in the database.

Delete Password
This password controls deleting records in the database. If a password
is specified here, the user must provide the same password the first
time an attempt is made to delete a record in the database.

Sort Password
This password controls sorting the database. If a sort password is
specified, the user has to give the same password in order to sort the
database.

System Password
This password controls system type activities. If a system password is
specified, users of the database must provide the same password before
they are allowed to do any system activities. These activities are:

changing the configuration setup options
defining and changing smart keys
changing field names, edit masks, and calculated fields


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changing the database definition (cloning)
using global modify or delete

Override password
Remember that if XXX is the password for one of the above options, no
one can use the feature that the password controls. It won't even be
displayed on the Master Menu. The override password allows bypassing
of all XXX passwords.

If you specify an override password, a new command, X, is made active
at the Master Menu. This new command doesn't show up on the menu
because it is a hidden command.

After you've opened PC-File+, if you have specified an override
command for a feature, you must type X at the main menu if you'd like
access to that feature.

After typing X, PC-File+ asks:

"What's the "XXX" password?"

Enter it now. Once done, you're allowed access to all operations of
the database, which were formerly locked out by XXX passwords. Options
with passwords other than XXX are still protected by their individual
passwords.

As an example, let's say you don't want anyone except yourself to be
able to add, modify or delete records or perform any system activity.
In fact, you don't want other users to see these options on the
screen.

You would define the Add, Modify, Delete and System Passwords to be
XXX. In order to perform these functions yourself, however, you must
define an Override or XXX password. When you issue the X command and
give the correct Override password, you're able to add, modify,
delete, and perform system functions. When defining the XXX override
password, DON'T use the characters XXX.

Thus, the override password is provided to keep others from knowing
about or having to view certain menu options. At the same time, you're
able to issue an override password and access all features of
PC-File+.

The passwords themselves are kept on the disk in an encrypted format,
so they cannot be easily discovered by prying eyes. Also, when the
user is providing the password for a database or to perform a
restricted operation, the password cannot be seen on the screen as it
is entered. Again, this is so watchful eyes have a more difficult time
knowing the password.




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SNAPSHOT MAILING LABELS

The snapshot mailing label lets you print data from the record
displayed on the screen. You can use the snapshot label feature for a
mailing label or specific details to print a daily listing or report.

To define a snapshot mailing label, you must either create or modify
the profile file of the database to have snapshot mailing labels. From
the Master Menu, enter the Utilities menu and select option P,
"Profile files (set up configuration)".

At the configuration screen you are asked if you wish to use an
existing profile as an example for your label. If you answer Y you are
prompted for the drive and path of the existing profile, and asked to
choose the database which contains the sample profile. After making
your selections you're taken to the profile configuration. If you
choose N, you're taken directly to the profile configuration.

Answer Y to create or modify the snapshot label. Enter the snapshot
definition in the editing window provided.

THE SNAPSHOT DEFINITION

You can include up to 511 characters in your snapshot label
definition. The snapshot label definition is:

device,t,f,f,f,f,f,f,f,f,f,f

Replace "device" with the name of the DOS device to be used for
snapshot label output. This is usually LPT1: (a printer connected to
the first parallel port). If you have a serial port printer, indicate
either COM1: or COM2:. You can print the snapshot to a file on disk,
rather than to a printer. To do this, include the name of the file as
the device. When you do a snapshot to disk, the snapshot is always
placed at the end of (appended to) previous snapshots on the disk.

Replace "t" with a number specifying how far to tab to the right on
each line of your mailing label or report.

Replace the "f"s in the definition as follows:

0--Use 0 (zero) when you want to start a new line.

A Field Number--Select the fields you want, in the order that you want
them printed. To select the first field, enter 1; to select the second
field, enter 2, etc.

Number of Characters to tab right--The number must be preceded by a
minus sign. For example, to tab 10 spaces to the right, enter -10.

A Constant--A constant is any text that you want printed on each


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label. Each constant must be surrounded by the apostrophe character.
Quote marks do not work. Example:

`DO NOT BEND'

You can put as many "f" values as needed in your snapshot definition.
Each value must be separated by a comma.

USING THE SNAPSHOT LABEL FEATURE

Once you have defined the snapshot, print it by pressing (Ctrl)L while
viewing a record on the screen.

AN EXAMPLE OF A SNAPSHOT MAILING LABEL

Let's try an example. Assume your database is defined with these field
names in this order:

LASTNAME
FIRSTNAME
ADDRESS
CITY
STATE
COUNTRY
ZIPCODE
PHONE

Now, suppose that you want your address labels to look like this:

In addition, you want to tab over ten spaces before you print each
line of the label. You also need two blank lines at the end of each
label to get the printer to the top of the next label.

To accomplish all of the above, your snapshot command string looks
like this:

LPT1:,10,2,1,0,3,0,4,5,7,0,6,-15,'FIRST CLASS',0,0,0

PRINTING TO A DISK FILE

Using the same database as above, let's assume that you want to keep a
log of your telephone calls. Each time someone calls, you look them up
in the database, do a snapshot label and save this data to a disk file
called CALLS. The snapshot command string might look like this:

CALLS,0,2,1,3,4,5,7,6,8,0

PC-File+ creates a file called CALLS if one does not already exist. If
a file CALLS already exists, PC-File+ appends the snapshot data for
the record displayed to the end of the CALLS file.



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IMBEDDING BLANK LINES AND SPACES

The snapshot label removes spaces within a line, and removes blank
lines to produce a cleaner looking label. There might be times when
you want a blank line within the body of a label. To imbed a blank
line, you need to tell PC-File+ to print some data on the empty line
(a space is fine). Since PC-File+ has printed some data, it leaves the
line in the label. Using the sample database above, if you want a
blank line to print between the line with CITY, STATE and ZIP (4,5,7)
and the line with COUNTRY (6), you would enter:

LPT1:,10,2,1,0,3,0,4,5,7,0,'', 0,6,-15,'FIRST CLASS',0,0

The combination 0,'',0 causes PC-File+to print a blank line within the
body of the snapshot label.






































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RE-DESCRIBE A FILE

The file description is the text that was used to tell the purpose of
the file at the time it was created. It is displayed next to the file
name when selecting files. The "Re-describe a file" option of the
Utilities menu allows you to change and/or add a file description.

To change the file description, press R from the Utilities menu.

Select a file type. PC-File+ prompts you for the drive, path and file
name. After you have selected the file, PC-File+ prompts you for the
new file description. Type the file description and press (Enter).

Any file created under earlier versions of PC-File+ may not contain a
description. In this case, you're not allowed to redescribe the file.






































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SMART KEYS

Twenty two different keys on your keyboard can be used to store data
and/or commands. These are called smart keys or macros. You can store
up to 318 keystrokes in each of the smart keys. The entire sequence
can be "played out" just by pressing the appropriate smart key.

A different set of 22 smart keys can be set up for each database that
you work with. An individual database can use multiple smart key
files.

The smart keys are the number keys 0-9 located at the top of your
keyboard, the "-" and "=" keys, also at the top of the keyboard, and
the function keys (F1) through (F10). They are not the keys on the
numeric keypad at the right side of your keyboard.

To use a smart key, hold down the (Alt) key and then press the desired
smart key. The keystrokes from the smart key are entered just as if
you had typed them in from the keyboard. If the smart key hasn't been
defined, nothing happens when it's pressed.

MEMORIZING KEYSTROKES

To memorize your keystrokes for use in a smart key simply press (Alt)Y
at any location within PC-File+. This puts PC-File+ into smart key
memorize mode. From then on, each keystroke is remembered for you. In
addition, each keystroke is accompanied by an audible sound. This is
done to remind you that your keystrokes are being memorized.

When you want to stop memorizing your keystrokes, press (Alt)Y a
second time. This causes PC-File+ to stop remembering your keystrokes.
You're shown a menu of the current smart keys and asked which smart
key you'd like to save the keystrokes into. Press (Alt) with any of
the number keys (0-9), the "-" or the "=" key, or (F1) through (F10).
The memorized keystrokes are placed into that smart key for future
use. Finally, PC-File+ asks you for the smart key title.

In the future, when you want to play back your keystrokes, press (Alt)
with the smart key identifier.

Note: If your smart key selects a report format or another PC-File+
database, it is best to have the smart key enter the complete file
name rather than the number that corresponds to that file.

EDITING EXISTING SMART KEYS

You can edit an existing smart key. To edit a smart key, press U to
select the Utilities option from the Master Menu. Then, from the
Utilities menu, select option S, "Smart Keys (modify)". When you
choose Edit, the definition of all smart keys is displayed, and you're
asked which key you want to edit. Press any valid smart key. You must


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press (Alt) and the smart key identifier.

Next you're prompted to enter the keystrokes for the smart key. You
can enter up to 318 characters, typed in exactly the way you want the
smart key to run. You can enter actual data, such as the name of a
city which you type frequently, or you can intermix commands with the
data.

At the front of the smart key data, it's wise to insert a title, or
note to the operator. The title for each smart key is displayed
whenever you press (F9) or type M while viewing the Master Menu. This
allows you to set up your own smart key menu to identify the function
of each smart key. Here's how to place a title at the front of the
smart key data. Enter a left parenthesis, followed by the title,
followed by a right parenthesis. Here's an example:

(Access the CUSTOMER database)QDC\DATA(324)CUSTOMER(324)

The title of the smart key is "Access the CUSTOMER database". The
remaining data is the actual smart key keystrokes.

Some keys on your keyboard can't be entered directly as keystrokes.
For example, if you try to use the (Enter) key as data, it is
interpreted as a command instead of included in the smart key. The
same is true of the cursor movement keys, or (Ins) and (Del). There is
a unique way to enter these keystrokes into a smart key.

First, type a left square bracket. Next, type a number from the table
below. Finally, type the right square bracket. For example, (Enter)
looks like this: (13). (PgUp) looks like this: (329)

The table below shows some of the more common special keys on the PC
keyboard that you're using when you set up smart keys.

Keystroke codes within smart keys

        (F1) = (315)
      (Home) = (327)
(Shift)(Tab) = (271)
        (F2) = (316)
    up arrow = (328)
      (Alt)D = (288)
        (F3) = (317)
      (PgUp) = (329)
      (Alt)H = (291)
        (F4) = (318)
  left arrow = (331)
      (Alt)M = (306)
        (F5) = (319)
 right arrow = (333)
     (Ctrl)A = (1)


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        (F6) = (320)
       (End) = (335)
     (Ctrl)B = (2)
        (F7) = (321)
  down arrow = (336)
     (Ctrl)D = (4)
        (F8) = (322)
      (PgDn) = (337)
     (Ctrl)F = (6)
        (F9) = (323)
       (Ins) = (338)
     (Ctrl)L = (12)
       (F10) = (324)
       (Del) = (339)
     (Ctrl)R = (18)
     (Enter) = (13)
       (Tab) = (9)
     (Ctrl)W = (23)

The number inside the brackets is the ASCII value of the key. If the
key produces a two character extended code, the number is 256 plus the
second character of the extended code. A complete list of the extended
codes can be found at the back of your BASIC manual in the section
titled "Extended Codes".

NESTING SMART KEYS

You can nest smart keys within other smart keys. Only the smart keys 0
through 9 can be nested. To do this, type the ^ character followed by
the smart key number. For example, assume that smart key 1 contains
the data CDEF. Assume that smart key 2 contains the data AB^1GH. If
you press (Alt)2, the ^1 in smart key 2 is replaced by the data "CDEF"
from smart key 1. All the rest of the smart key 2 data is invoked
unchanged. The final result is ABCDEFGH.

PAUSING FOR INPUT

You can force the smart key to pause and accept keyboard input from
the operator. To do this, type ^ (shift 6 on most keyboards) followed
by K for "Keyboard". When the smart key sends out its data, it pauses
when it comes to the ^K and lets the operator type until (Enter) is
pressed. Then, the smart key continues with any remaining data. While
PC-File+ is waiting for operator input within a smart key, the shape
of the cursor changes to a half block shape. This is to alert the
operator that the keystrokes are being requested from the operator.

MISCELLANEOUS INFORMATION

The smart keys are remembered in a file called databasename.KEY (where
databasename is the name of your database), on your data disk.
Different smart key files can be created for use with different


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databases. The databasename.KEY file is automatically loaded with the
corresponding database.

LOADING OTHER SMART KEY FILES

PC-File+ allows you to load multiple smart key files. This is a very
convenient feature, especially if you have a large number of smart
keys. Rather than being limited to 22 smart keys, you have access to
an unlimited number of smart keys, because you can load different
smart key files.

To load a smart key file, press S from the Utilities menu.

Press L to load an existing smart key file; PC-File+ prompts you to
enter the drive and path where the file is stored. Now you're asked to
select your smart key file.

For convenience, (Alt)M is a keyboard shortcut for loading a smart key
file. When you press (Alt)M, PC-File+ shows you all of the smart key
files in the directory where your database is stored. Type the name of
the file and press (Enter). You can use (Alt)M anywhere in the
program. You can also include (Alt)M in a smart key allowing a smart
key to load another set of smart keys. (Alt)M is represented in a
smart key as (306).

SMART KEY MENUS

When you press M at the Master Menu, a menu of your smart key titles
is displayed. Frequent, repetitive tasks, even with long keystroke
sequences, can be reduced to single-key selections from the menu you
have created. For repetitive tasks, it is usually easier to select an
item from a menu than it is to type the individual keystrokes.

If each of your smart key sequences ends with the keystrokes to return
to the Master Menu and M (to select the smart key menu), then each of
your smart keys returns to the smart key menu. If you have provided
comments for each of your smart keys, they are displayed as your
custom selection menu.















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UN-DELETING RECORDS

PC-File+ can un-delete or recover deleted records in the current
database.

To undelete deleted records, press (F8) or type U from the PC-File+
Master Menu. The Utilities menu is shown. Press U, "Un-delete
records".

PC-File+ reads the data file. Each time a deleted record is found,
PC-File+ displays the deleted record on your screen.

Notice that the first character of the first field contains a slash
(/). To un-delete the record displayed, replace the slash with the
correct character for the first position of the first field. To leave
the record deleted, just press (F10)

Note: PC-File+ is only able to recover deleted records which still
exist in the database. If the deleted records have been removed by
running PCFIX or by cloning the database, PC-File+ cannot recover
them. Likewise, you cannot recover deleted records if new records have
been added in place of them.































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PRINTING MAILING LABELS

PC-Label does a very nice job of producing mailing labels from
numerous data sources. Excess spaces and empty lines are automatically
removed. Labels can be produced in the standard 1-up format, or
multi-up, in a side-by-side format. PC-Label has been provided as a
stand-alone program on your Disk Two.

PC-Label works with all kinds of files. It handles files created by
PC-File+, as well as PC-Type+, PC-Type II, PC-Calc+, PC-File:dB, and
any files created in a pure ASCII or comma-delimited format.

RUNNING PC-LABEL

To start PC-Label, type PCLABEL at the DOS prompt. PC-Label starts and
shows its Main Menu.

It has five options.  Each is covered in the order it appears.

LOAD EXISTING SETUP

If you have run PC-Label before, you may have already saved a default
file of label information. These files contain information about the
label definition, label size and data that you want printed on your
labels. More information about a saved LBL file is given later in this
chapter.

To recall a previously saved label file, press L.

PC-Label asks for the path to the file. You need to enter the drive
and subdirectory where the label file is stored. For example, if your
label file is on the C drive in the PCF directory, type C:\PCF.

PC-Label provides a list of all LBL files found. Highlight the desired
file and press Enter.

Alternatively, you can load an existing LBL file when you start
PC-Label by providing the complete file specification (.LBL extension
is not required). For example, if the file CARDLIST.LBL exists in the
PCF directory on your C drive, you could begin PC-Label by typing at
the DOS prompt: C>PCLABEL C:\PCF\CARDLIST

CARDLIST.LBL loads automatically and you don't need to use the L
option from the Main Menu.

DEFINE/MODIFY SETUP

The "(D)efine/modify setup" option allows you to customize PC-Label to
your specific application. You can print on different sizes of labels;
you can print your labels in bold, condensed, italic and other
typefaces; you can print to your printer or to a disk file. In fact,


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PC-Label is flexible enough to do just about any kind of label
printing.

To access the "(D)efine/modify setup" option, press D; the following
screen appears:

An explanation of each menu option follows.

Label Source Type

PC-Label lets you access many types of data:

PC-File:dB--This format is the PC-File:dB file format. PC-Label looks
for a file with an HDB extension.

PC-File+--The PC-File+ format consists of a DTA file, an HDR file, and
an INX file.

PC-Calc+--This is ButtonWare's spreadsheet program. PC-Calc+ files
have a PCC file extension.

Comma-delimited--This format consists of data fields separated by
commas, with quote marks usually surrounding each character field. The
end of each record has a carriage return and an optional line feed.

ASCII-C--This format consists of one field on each line. Each record
is separated by one or more blank lines. Files of label data created
via the .LABEL option in PC-Type II's Mail-Merge are in this format.

ASCII-L--This format consists of fixed length fields with no
separators between each field. The end of each record has a carriage
return and normally a line feed.

To choose the type of data that you want to print, press Enter until
your option appears in the box.

Label Source Location:

PC-Label needs to know where your data is located. Press the Enter key
on this option, and PC-Label asks you to enter the path (drive and
subdirectory).

If your data is in a file on your C drive in a directory called DATA,
type C:\DATA

PC-Label provides a list of all files of the selected source type that
are found. Highlight the desired file and press Enter.

NOTE: If you select comma-delimited, ASCII-L or ASCII-C, you must
first indicate a file extension. For example, if your comma-delimited
file has the extension WS, you would type WS when asked.


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Define Search

You can print all records in the data source or a selected group of
records. When you press Enter on the "Define Search" option, PC-Label
gives you a choice of four options:

(A)ll
(S)imple
(C)omplex
(X) exit

NOTE: If you select the PC-File:dB option, PC-Label first asks for an
index. If you select the PC-Calc+ option, you are required to define
the area of the spreadsheet that you wish to access.

The search capabilities of PC-Label are a subset of those available in
PC-File+. For more information on searching for a specific record,
refer to the chapter "Finding A Record".

Output Destination
The output destination allows you to send your label output wherever
you wish. The default answer is LPT1.

The majority of the time, you are going to print to LPT1 (the first
parallel port). Most dot matrix printers use LPT1. If you want to
print to COM1 (the first serial port), enter a blank extension and
then enter COM1 as the filename or as the path. PC-Label accepts
either.

If you want to print to a file, press Enter on this menu option and
type the file extension.

PC-Label prompts you for the path. Type the path name and press Enter.
PC-Label then shows a list of files available. Highlight the desired
output file and press Enter.

NOTE: If the desired output destination does not exist, move the
highlight bar to the first entry in the menu, "New File", and press
Enter . Then type the desired filename (with no extension).

As an example of printing to disk, assume that you want to print to a
file called LABELS.TXT in your DATA subdirectory. Press Enter on the
"Output destination" option. PC-Label prompts you to:

Enter desired file extension and press Enter

Type TXT and press Enter.

PC-Label then prompts you to:



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Enter path to output Example: B: or \mypath (Esc quit)

Type \DATA and press Enter.

You are then shown a list of the available files in the specified
directory with the file extension you supplied. Select New File.TXT
and press Enter. PC-Label now asks:

Enter new filename (NO EXTENSION) Press Esc to quit--press Enter to
accept.

Type LABELS and press Enter.

No.  of Copies

You can print up to 99 copies of your labels. Press Enter on this
option and PC-Label prompts you to type the appropriate number.

Copies Definition
If you are printing multiple copies of your labels, you can print them
in one of two ways.

By Group
If you print by group, PC-Label prints all of the records in order by
group.

By Label
u print by label, PC-Label prints the first record the desired If you
print by label, PC-Label prints the first record the desired number of
times, then it prints the second record, etc.

Joe Blow
1234 Main Street
Columbia, MD 21044

Joe Blow
1234 Main Street
Columbia, MD 21044

Joe Blow
1234 Main Street
Columbia, MD 21044

John Smith
4758 Thurston
Bellevue, WA 98006

John Smith
4758 Thurston
Bellevue, WA 98006



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John Smith
4758 Thurston
Bellevue, WA 98006

Ronold Jones
999 99th Ave
La Mesa, CA 92020

Ronold Jones
999 99th Ave
La Mesa, CA 92020

Ronold Jones
999 99th Ave
La Mesa, CA 92020

Compress Blank Lines

You can compress blank lines in a label. For example, if you are
printing five fields, and one of the fields is empty, PC-Label does
not leave a gaping hole in the label.

NOTE: When PC-Label removes blank lines, the spacing from one label to
the next is the same.

Centering

If you select Y to "Centering", PC-Label centers each record on the
label. If you answer N to centering, PC-Label begins each record at
the same position on the left margin.

Pause If Truncation

You can ask PC-Label to alert you if a label is too wide to fit in the
space that you've defined.

Escape Code Toggle

To toggle the Escape codes ON and OFF, pressEnter. This feature is
used only if you use printer escape codes in your label layout.
Otherwise, you need not worry about it.

The escape code toggle is a good feature if you are printing to disk
as it allows you to prevent the escape codes from being saved in your
file.

Print Escape Code

Pressing Enter on the "Print Escape Code" menu option brings up the
following window:



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The first column on this screen is the escape code that turns the
print feature ON. For example, if you want the first line of your
label to print BOLD, use the first code in the first column to turn
BOLD on.

The second column on this screen is the description of the escape
code. For example, the first column of the third line of the screen
shows {27}G. The description tells us that this causes the printer to
print bold type.

The third column on this screen is the escape code that turns the
print feature OFF. For example, if you want the first line of your
label to print bold, but the rest of the label to print regular, use
the first code in the third column to turn BOLD off.

The default printer codes are for Epson dot matrix printers. You can
edit all three of these columns. Move to the column that you wish to
edit and press Enter. If you are editing an escape code, the following
screen appears:

Enter the escape codes here just as you would when defining them in
PC-File+.

Label Sheet Definition

When you press Enter on the "Label Sheet Definition" option, you are
shown a list of common label formats.

PC-Label offers many preformatted options. The most common choice 3
1/2 x 15/16 1-up which is a one inch label.

However, if your label size is not included on the list, then you need
to select the user-defined option.

When you select user-defined, this screen appears:

A: is only useful if you are using single sheets of labels. Since the
top of the sheet is normally not accessible (e.g. with laser
printers), entering a non-zero value permits you to skip a few lines
at the beginning of each sheet.

B: is asking how many labels you want printed across your label sheet
(mininum 1 to maximum 20).

C: is asking the number of characters from the left edge of one label
to the left edge of the next label.

D: is asking how many characters wide one label is.

E: is asking the number of labels per sheet. If you are using
continuous form labels, enter the number of labels for a standard 11


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inch sheet.

F: is asking the number of lines from the top of one label to the top
of the next label.

G: is asking the number of lines that fit on one label.

H: allows you to print a matrix of numbers to help you figure out the
size of your labels.

NOTE: If you selected a standard label (which approximates your label)
from the Label Sheet Layout menu before selecting the "User-defined"
option, then the values for that selection are in the above fields
when you begin.

Feed Method

There are two types of feed methods: continuous and by sheet. Press
Enter to toggle between the two.

Formfeed

PC-Label can formfeed your labels for you. This is a handy feature, if
you have a sheet feeder. You can tell PC-Label to either formfeed at
the end of each sheet or at the end of each set of labels.

Label Layout

Pressing Enter on the Label layout option brings up the following
screen:

The window in the center is an editor in which to define how you want
your label to look. The size of the editor varies depending on the
size you specified in the "Label Sheet Definition".

To define your label format, place field numbers and text where you
want them to appear on the printed label. Each field number or text
entry must be immediately preceded by either the "@" or "?" character.
Other entries are ignored.

Your fields are numbered and listed at the top of the screen. In the
example above, fields 16-19 refer to data not included in the data
source. Since the number of fields in different data sources are
different, the field numbers corresponding to these "special
fields"are different.

The escape codes referenced at the bottom of the screen reflect the
names you defined in the Printer Escape code window. No more than 16
escape markers can be used in a label definition, and a maximum of one
ON and one OFF marker can be used for a single field or text entry.



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?--To "FIX" your data in a specific location on the label, precede the
data with the "@" symbol. Substituted data is placed at the @ marker,
not where this field number is located. (See the first line of the
layout on the preceding page.)

?--Preceding data with "?" allows the data to slide to the left until
it encounters a previous data entry, the left margin of the label
defined by the " ( " symbol, or the left edge of the label. Using this
marker causes PC-Label to remove the extra spaces.

Field Number

Place the field number preceded by @ or ? on the screen where you want
the data in that field to be printed on the label.

Text

Enter the text preceded by @ or ? on the screen where you want that
text to be located on the label. THIS INCLUDES SPACES. You must
specify that a space is to exist between two fields.

( ): These two markers define the limits of the label in which data is
to be centered and blank lines compressed. If you choose "centering"
on the menu, the entire label is centered if the "( )" markers are not
used.

< >:These markers must enclose one of the print marker numbers
displayed at the bottom of the menu layout screen. They should follow
the "@" or "?" markers.

@@<1>9<2>

would cause bold to be turned on before printing the data in COUNTRY,
and turned off after printing the data in COUNTRY.

The label line:

@@<1>6?,?7<2>

would cause "Seattle, WA" to print bold.

*Recno: Using the "field" number corresponding to "*Recno" in your
label format prints the record number of the record whose data is
displayed.

*Date: Using the "field" number corresponding to "*Date" prints the
current system date on your label.

*Time: Using the "field" number corresponding to "*Time" prints the
current system time on your label.



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*Keyin: Using the "field" number corresponding to "*Keyin" causes
PC-Label to pause when printing so you can type in unique information.
After making your entry, press Enter to resume printing.

You must define the size of the Keyin field by repeating non-blank
characters after the Keyin "field" number. The size is determined by
the number of characters beginning at the leading marker and ending at
the last repeated character, E.g,

@@15.....

sets the Keyin field size to 5.

Workspace Drive

Workspace must be available on a disk when processing labels. Indicate
the drive where space is available. Normally, 8 bytes of information
per record selected must be available. This is used when printing
labels by group and to permit backing up to previously selected
records.

NOTE: The temporary file is removed from your disk when PC-Label has
finished processing.

(P)RINT LABELS

To print your labels, place your cursor on the (P)rint Labels option
of the PC-Label Main Menu and press Enter. PC-Label prompts you to:

Position label sheet in printer?  Press Y or N

If you answer Y, PC-Label advances through a series of screens that
prompt you to position your sheet in the printer.

A row of numbers prints across your top label. Type the number that
printed at the left edge of the label and press Enter. Make any
necessary adjustments to your printer. Then PC-Label displays the
record and asks:

Do you want to align labels again?  Press Y or N.

If you press Y, the process is repeated, otherwise, the print process
continues.

Make sure your printer is turned on. PC-Label searches for a record in
your data source which matches the criteria you specified. When it
finds one, PC-Label asks:

Write this label? Press (Y)es (N)o, or (X)= Yes & don't ask

Answer appropriately. If you press Esc, you are offered three choices:


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Abort--to abort the printing process.

Backup--to backup to the previous label.

Continue--to continue the printing process.

When PC-Label has finished processing your labels, a message appears
which indicates the number of records selected, requested, and
processed.

(S)AVE:

To save your current label setup, highlight the "(S)ave Current Setup"
option of the PC-Label Main Menu and press Enter.

PC-Label prompts you for the path where you want the file to be
stored. Type the path and press Enter.

PC-Label shows a menu containing your LBL files. Select New File.LBL
and press Enter. PC-Label then asks for the new file name.

(Q)UIT/EXIT

To exit PC-Label, highlight the "Quit/Exit PC-Label" option of the
PC-Label Main Menu, and press Enter.

DOS PARAMETERS

When initially starting PC-Label, you can optionally include the
following parameters:

/GREEN Use this parameter if you have a graphics monitor which does
not support color. If you have a standard color or monochrome screen
you need not do this.

FILESPEC You can start PC-Label with the full path and file
specification for a previously saved label file.(The LBL extension is
not required). When PC-Label starts, it automatically loads the data
in the file specified; you don't have to load the file after you're
inside PC-Label.

Here's an example:

C>PCLABEL C:\PCF\CLIENT.LBL /GREEN

PC-Label automatically loads the file CLIENT.LBL from the PCF
subdirectory on your C drive. The screen colors are set to black and
white.




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BACKING UP YOUR DATABASE

We recommend backing up your database frequently.  It doesn't
take much time to backup at the end of EACH day.  If your
database information is very important to you, you should keep
several "generations" of backup copies on hand.  You may want to
keep a different set of backup disks for each day of the week.

There are several methods that can be used to make your backup copies.

USING THE DOS COPY COMMAND

If your database is small enough to fit on a single diskette, you can
use the DOS COPY command. The DOS manual explains this command in
greater detail.

USING THE DOS BACKUP COMMAND

If your database is on a hard disk and is too large to fit on a single
diskette, you can use the DOS BACKUP command. This allows you to copy
the entire database onto several floppy disks. Later, you can restore
your database back onto the hard disk using the DOS RESTORE command.
These commands are explained in the DOS manual.

Note: If you backup using DOS BACKUP, you MUST use the RESTORE command
if you need to use the backup copy. You cannot use the DOS COPY
command to restore a database which was backed up using BACKUP.

USING PC-FILE+'S COPY FEATURE

To make backup copies of your database(s) from within PC-File+ you
need to go from the Master Menu to the Utilities section of PC-File+.
Do this by pressing (F8) or typing U while viewing the Master Menu.

Select option M, "Maintenance--Copy, Delete or Rename a PC-File+
file." When asked "Copy, Delete, or Rename?", type C. PC-File+ then
asks which type of file you'd like to copy. Answer D, for database.
You need to provide the drive, path and name of the database to copy
from; and the drive, path and name to copy to. You must backup your
database onto a different disk drive or subdirectory than it is on.
When copying to a floppy disk, the path should usually be blank.

Note: If copying to a floppy, the database files must fit on one
floppy. If your database will not fit on a floppy diskette, you must
use the DOS BACKUP command.

It's important to note that making backup copies this way may not be
as fast as using the DOS commands, but it does allow you to make your
backup copies without exiting PC-File+.

USING THE PC-FILE+ EXPORT CAPABILITY


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The export utility in PC-File+ can also be used to make a backup copy
of your database. There are some advantages and disadvantages to using
this method.

The disadvantage is the slower speed of making the copy. The DOS COPY
and BACKUP commands are faster than the PC-File+ export.

The advantages are:

All excess blanks (spaces) are removed from the exported copy. The
exported copy typically occupies only half as much space as the
original.

The process of exporting and then importing the database removes
deleted records, and places the database in the same physical sequence
as the index. This can have a speed advantage in later processing with
the database.

To backup your database using the export routines, follow the
instructions in the chapter "PC-File+ & Other Programs", selecting the
Compressed format.































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A DESCRIPTION OF YOUR DATABASE

There is a small program included with PC-File+ which gives a printed
description of your database. It's a good idea to print one of these
reports for each of your databases, and file them away for future
reference. You may want to refer to it later, for example, just before
you get ready to clone the database, or to create a new database with
similar features.

The program is called FPRPT. Here's how to run it:

1. Quit whatever program you are running, and return to the DOS
prompt.

2. Change directories to the PC-File+ subdirectory by typing:

CD \PCF

3. Put some paper in your printer and make the printer "ready".

4. Start the FPRPT program by typing: FPRPT

5. Enter the filespec (path and name) of the database to use. For
example: C:\PCF\MYFILE

FPRPT creates a report and prints it to your printer.

Here's a sample of the report FPRPT produces. This was created by
running FPRPT for the PEOPLE sample database.

PC-FILE+ DATABASE DESCRIPTION

Printed Mon Apr 07 12:44:59 1989

Database \PCF\PEOPLE   Contacts (names and addresses)information

FIELD NAME             LENGTH    ROW       COLUMN    WINDOW

LAST_FIRST             25        4         14
SALUTATION             12        5         14
TITLE                  25        6         14
COMPANY                30        8         14
ADDRESS                30        9         14
CITY                   18        10        14
Mask :azAZ----, , . . / / :
STATE                  5         11        14
Mask :azAZ. . :
ZIPCODE                10        12        14
Mask:azAZ09----:
COUNTRY                15        13        14
Mask :az AZ. . :


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BUSN_PHONE             17        15        14
Mask :09) ) ( (----XXxx:
HOME_PHONE             17        15        48
Mask:09 ) ) ( (----XXxx:
KEYWORDS               65        18        14
COMMENTS               65        19        14

Here's a description of each of the column headings:

FIELD NAME
The name of a field in your database.

LENGTH
The data length for the field.

ROW
This is the screen row number where the field is displayed.

COLUMN
This is the screen column number where the field is displayed.

WINDOW
If the field is a window field, this is the size of the window to use
for the screen display.

If the field has an associated edit mask, constant, or calculation,
they will be shown below the field name.

Note: Any field with a pound (#) sign at the end of the field name is
treated as a numeric field.























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IF YOUR DATABASE GETS DAMAGED

PC-File+ takes many precautions to make sure that you don't
accidentally damage your database. However, accidents do happen.

Diskettes are not always a reliable medium for storing information.
Sectors can go bad on the disks. Read/write heads in the disk drives
get dirty.

If something unforeseen happens to your database, follow the steps
listed below. The database can probably be recovered.

1. Run the DOS CHKDSK/F command on your data disk. If any errors are
reported, follow the instructions in your DOS manual for trying to fix
the errors. Until the errors are corrected, you should not use your
database or proceed with the following steps.

2. Check to see that there is some empty space on the data disk (the
DOS CHKDSK program tells you this). If the disk is full, you must free
up some space by deleting any files on the disk that are not needed,
or by moving some files off of the data disk onto another disk.

3. Run the program PCFIX which was distributed as part of your
PC-File+ package. This program can repair some types of database
damage.

4. If the above steps don't solve the problem, you should make a copy
of one of your backup copies of the database and use the copy of the
backup copy.

To help minimize the chances of damaging a database in the future, we
offer the following suggestions:

Always keep one or more backup copies of your database. If you ever
need to use the backup copy, DON'T. Make a copy of the backup copy,
and use that. Please see "Backing Up Your Database" for more
information.

Never turn off your computer while you are still inside a program.
Always exit your program and return to the DOS prompt before you turn
the computer off.

Never change diskettes while running PC-File+ unless you're prompted
to do so by a message on the screen.

Never open the latch on your diskette drive when the red light is on.

Before running PC-File+ enter this DOS command:

VERIFY ON



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This causes DOS to be more careful about what it writes on the disk.

If it's been a year or more since you've cleaned the heads in your
diskette drives, buy a good quality head cleaning kit and clean them.

Obtain a power line filter for your PC to protect it from voltage
surges. It's relatively cheap protection for an expensive machine.

Make certain that your power cord is plugged into a well grounded wall
outlet. If the wall outlet isn't properly grounded, operation may be
unreliable. And even if your wall outlet is well grounded, always plug
into it with a three-prong power plug. Never use a two-prong adapter
plug on your three-prong power cord.

If your computer work station is on a carpeted floor, static
electricity can cause problems. Consider the following options:

Remove the carpets, or relocate the computer work station.

Buy antistatic spray for the carpets.

Provide a "grounding pad" for placement at the keyboard.

Handle your diskettes carefully. Do not bend the diskettes. Do not
place the diskettes near a magnetic source. Never touch the diskette
openings.



























                                 135


USING PCFIX

PCFIX performs several functions. First, PCFIX permanently removes
deleted records from your database. PCFIX also repairs damaged
databases. It removes any imbedded end-of-file markers and replaces
any character having an ASCII value less than 32 with a space.
Finally, PCFIX builds a new index file.

WHEN TO RUN PCFIX

Run PC-Fix when the following situations occur:

If your index file is damaged or deleted. A damaged index usually
shows up as a sort that doesn't work properly, or records in the
database that seem to be lost.

If there is an imbedded end-of-file marker in your database, and you
are unable to access all of your records.

If you delete a lot of records, you may want to run PCFIX to reclaim
the space taken up by the deleted records.

HOW TO RUN PCFIX

To run PCFIX, type PCFIX at the DOS prompt.

You are asked to enter the file specification of the database to fix.
You must first enter the drive and path which contain the database.
PCFIX displays a list of databases on the drive and path indicated.
Select the database to fix.

There are two reasons that you might not see the database that you
want fixed listed. First, you may have indicated the wrong drive
and/or path. Second, if there are more than 50 databases on the drive
and path. If this is the problem, type the database name on the line
provided, and press (F10). If you try to select a database that does
not exist, PCFIX rejects it.

WHAT HAPPENS DURING PCFIX

After you have entered the file specification, PCFIX checks the header
file (.HDR) and warns you of any problems with the header file.
Possible problems are:

An error in a field name.

An error in a field length

Too many fields defined in your database. (The maximum number of
fields is 70.)



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PCFIX cannot repair a damaged header file. If your header file becomes
damaged, you can do one of two things to repair the header file:

1. Make a backup copy of the header file.

2. Recreate the header file by defining a new database with the same
specifications as the original database. After you have defined the
new database, copy the new header file over the old header file.

After PCFIX has checked the header file, you are asked if you want to
remove deleted records. If you answer Y, PCFIX reads through the .DTA
file, searching for all deleted records. When PCFIX finds a deleted
record, the next record is moved on top of the deleted record. This
process proceeds until PCFIX has read the entire .DTA file.

PCFIX informs you of how many records have been processed and how many
deleted records have been removed.

After checking for deleted records, PCFIX builds a new index file.
PCFIX also replaces any imbedded end-of-file markers in the .DTA file
with an @, and replaces any character with an ASCII value less than 32
with a space. PCFIX keeps you posted as to how many records have been
processed and how many records have been fixed.

When PCFIX has successfully finished processing, you are informed that
your database is ready to use.

When PCFIX rebuilds an index, it builds it in the order the records
were originally entered. For this reason, you may find it necessary to
sort the database after running PCFIX.

If the data disk becomes full before the entire index file is built,
PCFIX displays an error message, and the partial index file is
deleted. You need to free up space on the disk, or copy the header and
data file to a disk with more space, and run PCFIX again. You cannot
access your database until PCFIX has rebuilt the entire index file.

STOPPING PCFIX

We do not recommend canceling PCFIX before it has completed
processing. If you interrupt PCFIX before it has finished, your index
file will be incomplete.

You MUST NOT attempt to quit PCFIX if you've answered yes to the
question "Do you want to remove deleted records?" If you do, you risk
damaging your data or destroying your index file.







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SPEEDING UP PC-FILE+

Here are some suggestions to increase the performance of PC-File+.

Install a disk caching program, such as Lightning or Flash.

Use the FASTVIEW option in your profiles. FASTVIEW will speed up
writing to the screen. However, some screens may experience "snow".

Install an 8087, 80287 or 80387 numeric coprocessor chip. This chip,
if detected by PC-File+, will be used for floating point calculations.
The amount of increased speed you experience will depend on how much
arithmetic you are doing in the database.








































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PC-CALC+ AND PC-FILE+3.0

The information presented in this section should not be confused with
importing or exporting files, which has already been covered in this
manual. While it's true that you can exchange data between PC-File+
and PC-Calc+, PC-Calc+ version 2.0 or later has the ability to go in
and directly use information contained in PC-File+ database.

While you are using a PC-Calc+ spreadsheet, you can get data from any
number of PC-File+ database fields. Data in PC-File+ fields can be
retrieved directly into spreadsheet cells. For details on how to do
this, read your PC-Calc+ manual.

You can design and use your database(s) knowing that the numeric data
is readily available for use in PC-Calc+. You don't have to re-enter
the information.

PC-Calc+ version 1.0 cannot directly access PC-File+ 3.0 databases. To
transfer data from PC-File+ 3.0 to PC-Calc+ 1.0, you must export the
information to a "MailMerge" format file.

































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PC-TYPE II AND PC-FILE+ 3.0

PC-Type II and all later editions can go in directly and pull
information from your PC-File+3.0 database files and fields.

Data in PC-File+ fields can be retrieved directly into any part of
your PC-Type II document. This is very handy, for example, when
writing a letter. When you get ready to do the address lines, you can
have PC-Type II retrieve all of the necessary information directly
from your address database and place it in your letter. The mail merge
feature in PC-Type II can also retrieve data from your PC-File+
database files. PC-Type II can even do the same types of powerful
searches that PC-File+ can!

Refer to your PC-Type II manual for information on retrieving PC-File+
data into PC-Type II.

PC-Type+ version 1.0 cannot directly access PC-File+ 3.0 databases. To
transfer data from PC-File+ 3.0 to PC-Type+ 1.0, you must export the
information to a "MailMerge" format file.

































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Appendices

ERROR MESSAGES

The following list of messages may help you determine an appropriate
action when you receive an error message. The messages are listed in
alphabetical order.

?BAD ANSKEY
The lookup data in a relational calculation is not a valid field in
the lookup database. The lookup data is the field in lookup database
containing the value to return.

?BAD DB
The lookup database specified in a relational calculation is not a
valid PC-File+ database.

?BAD DB ID
PC-File+ had problems opening the lookup database specified in a
relational calculation. Make sure the database name is spelled
properly and exists on the specified drive and subdirectory.

?BAD DBKEY
The lookup field in a relational calculation is not a valid field
in the lookup database.  The lookup field is the field in the
lookup database containing the lookup value.

?BAD KEY1
The related field in a relational calculation is not a valid
field in the current database.  The related field is the field in
the current database containing the value to lookup.

Bad seek in work file
Either the diskette (or disk media) has a bad sector, or errors
are occurring in the disk controller card.  Make sure that you
haven't changed diskettes at an inappropriate time.

?BAD USAGE
An improperly entered relational lookup causes this message to
appear.  Relational lookups must be in the form: (@related field,
lookup database, lookup field, field to return)

?CANCELED
The relational lookup operation was canceled by operator.

Cannot allocate space
The operation you attempted requires more RAM than you have available.
You need to either purchase more RAM for your system, or free up some
existing RAM. You can free up existing memory by removing some of your
RAM resident routines or, if you're using Windows or some other
multi-tasking program, specify a larger size for PC-File+. Under some


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circumstances, quitting from PC-File+ and returning may clear this
error.

Cannot load overlay/too many open files
You have not allowed for enough files in DOS. You need to increase the
number of files allowed, by changing your CONFIG.SYS file. Please
refer to the section "Installing PC-File+" for more information.

Can't chain to ...
PC-File+ was unable to run an external program. This usually refers to
the graphics module PCG2.EXE. Make sure the needed file is on the
current drive and directory, or in a directory included in the DOS
PATH command.

Can't create ...
PC-File+ has encountered an error when creating a new file. (The file
type is included in the message.) This may indicate that the disk is
full, that there are too many files on the disk, or that there is a
hardware or disk error.

Can't open ...
The file named in the message cannot be opened for processing. There
could be several reasons for this:

The file could not be found, because you gave the wrong name for it.

The file could not be found, because you specified the wrong disk
drive or subdirectory.

You are having disk hardware errors.

The FILES= parameter in your CONFIG.SYS file is too small. Increase it
to 20 or more.

The file may have been damaged in some way. Refer to the section "If
Your Database Gets Damaged".

Can't redescribe--no previous description
Existing files which don't have descriptions cannot be re-described.
If this is a database, you must first alter a name, mask, constant or
calculation. Report formats and letters prompt you for a description
if you edit them.

Can't run DOS (nn)
You've tried to run a DOS command from within PC-File+ and the DOS
command cannot be processed. The number inside the parentheses (shown
above as nn) gives the reason:

2--COMMAND.COM cannot be found on the disk.

7--The space required for the environment information exceeds 32K.


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8--COMMAND.COM has an invalid format and is not executable.

12--Not enough RAM is available to execute the command; or the
available memory has been corrupted.

Database must have at least one field.

When defining a database, specify one or more fields.

Disk overflow in use...

This is not an error. PC-File+ is letting you know that the sort is
being performed on disk, instead of in RAM

Drop to DOS requires DOS 2.11 or later.

To use (Alt)C you must have at least DOS 2.11

Error 0
PC-File+ has encountered an error reading or writing to a file. This
most often indicates a hardware error, or disk error. Error 0 is
usually caused by a full disk. It can also be caused by specifying an
invalid path.

Error reading ...
This message occurs when PC-File+ can't read the named file. Perhaps
the file has been damaged in some way. You may be having difficulties
with the disk itself. Either the diskette (or disk media) has a bad
sector, or errors are occurring in the disk controller card. Make sure
that you haven't changed diskettes at an inappropriate time.

Error writing on ...
This message occurs when PC-File+ can't write on the named file. Make
sure that the disk doesn't have a write-protect tab on it. Also, make
sure that the disk isn't already full. If it is full, no more data can
be written onto it.

You may be having difficulties with the disk itself. Either the
diskette (or disk media) has a bad sector, or errors are occurring in
the disk controller card. Make sure that you haven't changed diskettes
at an inappropriate time.

Until you correct this error and re-start PC-File+, you cannot add,
delete or modify any more records in the database.

Field must be longer than 0
One of the fields was painted with a length of 0 characters. The left
and right brackets must have at least one space between them.

File not found ...


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The file named in the message cannot be found. There could be several
reasons for this:

You gave the wrong name for the file.

You specified the wrong disk drive or subdirectory.

You are having disk hardware errors.

Your disk directory may have been damaged in some way.

The file selected is not a PC-Calc+ file.

The file selected is not a valid PC-Calc+ file.

Foreground color greater than 15
There are only 16 colors available (0-15). You must select a number in
this range. See the quick reference card for a list of valid numbers
and their corresponding colors.

Improper range specified for PC-Calc+ file
Enter a valid range like E1:F20 or use ALL to import the entire
spreadsheet.

Index appears to be damaged
The index file is damaged or corrupted.  Follow the steps in the
section of this manual titled "If Your Database Gets Damaged".

Invalid HDR file (nn)
There is an error with the database definition.  Some possible
causes are:

One or more fields is located in an invalid row. Valid rows are 3
through 21.

There is an error in a field length (less than 1 or greater than
1665).

There are more than 70 fields defined in the database.

The HDR file is not a PC-File+ header file, or the database does not
have any fields.

One or more fields is located in an invalid column. Valid columns are
2 through 79.

The display length of one or more fields is less than 1 or greater
than 65.

The record length exceeds 4000 characters.



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Invalid number
The number you entered when you asked PC-File+ to find a record by
relative record number is not a valid record number for the current
database.

The length of Mask and Constant is greater than 53.

The combined length of the Mask, Constant and calculation for each
field must be 53 or less.

Must be surrounded by ...
Edit masks must have colons on both sides. Calculations must have
parentheses on both sides. Constants must have quote marks on both
sides.

Must use PAINT option to add fields
In order to add fields under the Fast clone option, there must be at
least one blank line available at the bottom of the entry screen. If
there are no blank lines available, and you wish to add fields, you
must use the Paint option instead.

Name invalid
When saving files, you must specify a valid DOS file name. Refer to
your DOS manual for the valid file name characters. Also make sure
that you don't have a default drive, path and file in the database.PRO
file.

No calc in editor
The calculator hot key may not be used while using the editor.

No files found
PC-File+ cannot find any files to use. Make sure you select the
correct drive and subdirectory.

No profiles defined
You cannot edit or load a profile unless one exists on the disk.

?NO RAM
The computer does not have enough RAM to perform a relational lookup.
See the error "Not enough RAM for this operation."

No smart keys defined
PC-File+ could not locate any smart key files on the disk.

No sort fields provided
In order to sort the database, you must provide at least one sort
field for PC-File. If you wish to return to the Master Menu, press
(Esc).

\ not allowed in the first byte


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Due to the file format used by PC-File+ a backslash cannot be the
first character in a record

Not enough disk work space available
You need more disk space to complete the sort. Either delete some
files, or sort on fewer or shorter fields.

Not enough RAM for this operation
The operation you attempted requires more RAM than you have available.
You need to either purchase more RAM for your system, or free up some
existing RAM. You can free up existing memory by removing some of your
RAM resident routines or, if you're using Windows or some other
multi-tasking program, specify a larger size for PC-File+. Under some
circumstances, quitting from PC-File+ and returning may clear this
error.

?NOT FOUND
In a relational calculation, PC-File+ did not find any records in
the lookup database which contained the lookup value.

Output to disk is full
Insert a new disk to continue the export.

Packed File Corrupt
This error indicates that the copy of the program is damaged or
defective. Re-copy the program from your original disk.

Page length must be from 1 to 65533
When creating or editing a profile, and you select to modify the
printer defaults, you are asked to enter the page length. You must
enter a value greater than 0 and less than 65533 for page length.

Path error - ...
PC-File+ was not able to locate the path you specified. Perhaps you
gave the name of a path that doesn't exist. You may have indicated the
wrong disk drive. When referring to a floppy disk drive, the path is
usually blank.

Please provide an existing report name
When you choose to edit a report format, you must tell PC-File+ which
existing report to edit. If you wish to create a new report, choose
that option instead of edit.

Problem renaming file
PC-File+ has encountered a file error. This may indicate that there is
a hardware or disk error, the file to rename doesn't exist or a file
with the same name already exists.

Problem deleting file
PC-File+ has encountered a file error. This may indicate that the disk
is full, that there are too many files on the disk, or that there is a


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hardware or disk error.

Problem saving ...
PC-File+ has encountered an error reading or writing to a file. This
most often indicates a hardware error, or disk error. This error is
usually caused by a full disk. It can also be caused by specifying an
invalid path.

Range outside active PC-Calc+ file area
Choose a range within the active spreadsheet area.

Same background and foreground colors
If the foreground and background colors were the same, your text would
be invisible. PC-File+ does not allow you to define the same
background and foreground colors when you are creating or editing a
profile.

Title too long for smart key
Select a shorter title.

Select an existing field or leave blank for new field
During a clone, each field in the new database either contains
information from a field in the existing database, or is left blank.
You must either provide an existing field name, or leave the entry
blank. See "Changing Your Database Definition" for more information.

Use FILES=20 in CONFIG.SYS
PC-File+ must be able to open many files at a time. For DOS to allow
this, you must have a FILES=20 statement in your CONFIG.SYS file. See
"Installing PC-File+" for more information. On some systems you may
need to use FILES=30 to prevent this message.

Wrong password
A password is required before you can perform the operation you
attempted. You provided the wrong password. To learn the correct
password, check with the person who set up your database.

You cannot import the current database
Select a database different from the current one.

You must enter the name of a smart key file
Select one of the smart key files which appear on the list.

You must select a new database name
In order for PC-File+ to clone a database, it must copy the
information to a new file. If you clone to the same drive and
directory as the existing database, you must provide a new name for
the new database.

You must select an existing file
When using another file as a sample, you must select an existing file.


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Make sure you are entering the correct drive, path and file name.

You must use a field that prints in the detail section
Free Form reports in PC-File can only print subtotals and totals for
fields which appear in the DETAIL section of the report. Either select
a field which is in the DETAIL section, or revise the report to
include the desired field in the DETAIL section.

Your screen definition is too wide
When PC-File+ built an entry screen from the Fast database definition,
it was wider than 80 characters. Use the Paint method to define this
database.









































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B. A FEATURES CHECKLIST

Making comparisons of the many database programs on the market today
is a popular pastime. The features checklist provided here can help
simplify the task. We welcome all comparisons of PC-File+ to other
programs. You'll discover that PC-File+ does far more than most
programs that sell for many times its price. Additionally, many of
PC-File+'s helpful features aren't even available in other programs.

Database Type:

Maximum databases open simultaneously is 70

User Interface:

Menu driven
Full screen input
A Help key, context-sensitive with pop-up help screens
Password protection optional, 7 levels
Macro definition capability, with "capture" mode

Entry/Editing Capabilities:

Paint input screen
"Character" field type
"Number" field type
Automatic Date, several formats
Automatic Time
Automatic "Unique number"
Pre-entered "default" data

RAM Memory:

Minimum required is 384K available RAM on PC

Printers Supported:

Any printer supported by DOS (except Postscript) Graphics output
to IBM, Epson, Laserjet, Okidata

Disk Drives:

Minimum required is 1 hard disk or 2 floppies

Hard Disk Support:

Program may reside on hard disk
Data may reside on hard disk
Separate subdirectories are supported

Electronic Disk Support:


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Program may reside on electronic disk
Data may reside on electronic disk

Program Capacities:

Maximum Field length (most fields) is 254 characters
Maximum Field length (superfield) is 1665 characters
Maximum Fields per Database is 70
Maximum Record length is 4000 characters
Maximum Records per Database is 65,553
Maximum Number of Sort Control Fields is 10 (each sort)
Maximum Number of "subtotal fields" in a report is 52
Maximum Number of "calculated fields" in a database is 70
Maximum Number of "relational fields" in a database is 70

Search Types:

Wildcard
Sounds-like
Generic
Scan across (imbedded)
Query by example
Search using expressions

Sort capabilities:

Up to ten of any of the fields at one time
Mixed ascending or descending
Can sort any portion of a field
Can sort Scientific notation numbers
Can sort Roman Numerals
Can sort in random sequence
Can sort in sounds-like sequence
Can sort on results of calculations

Ad hoc queries possible:

Yes

Case independence:

Searches are case independent
Option for case dependent searches
Sorts and index are case independent
Option for case dependent sorts and index

Reports:

Paint title reports
Boolean logic for record selection


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IF, ELSE, ENDIF allowed in report commands
Control breaks are supported
Cover page can be designed
Titles on each page are supported
"Barchart" output format available
Multiple title lines allowed
Fields can be placed anywhere on the page
Optional subtotals, totals and averages, can go anywhere on page
Headers and footers supported
Calculated report fields
Relational report fields (from other databases)
Variety of system fields can be included
Print to disk, printer, or screen
multiple copies
line spacing control
printer escape codes

Graphs and charts:

Summarizes data, multiple variables
Supports CGA, EGA, VGA, Hercules card
Output to Epson, IBM, Okidata, Laserjet printers
Horizontal bar charts
Vertical bar charts
Pie charts
Line charts
Scatter charts
Smoothed averages (10 levels of smoothing)
Logarithmic scale option
Stacked line and bar charts
Regression analysis (least squares fit)

Communication with other programs:
Can read and write the following file types:

ASCII text files (SDF)
Comma-delimited (Word, MailMerge)
DIF files
One field per line (Peachtext)
WordPerfect merge files
PC-Calc+ files
Fixed length files
User-defined field and record separators
Lotus PRN files (writes only)
Microsoft SYLK files (writes only)
dBASE and PC-File:dB databases

Openness of the system:

Is Program copy-protected? NO
Is copying for evaluation purposes allowed (Shareware)? YES


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Miscellaneous advanced features:

Calculated and Relational fields
Date arithmetic
Built-in letter writing with mail merge
Browse mode
Global modify and delete
Database restructuring is supported
Snapshot images can be sent to printer or disk
Macros supported
Duplicate record search and delete









































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C. COMPARISON OF PC-FILE VERSIONS

PC-File+3.0   PC-File+ 2.0 PC-File III

34            17           N/A           Complex search operators

4,000         3,000        1,665         Maximum Record size

254           200          65            Maximum field size (not
                                         including superfield)

70            70           42            Maximum fields in
                                         database

65,500        65500        32700         Maximum records in
                                         database

2-6           2-6          --            Speed relative to
                                         PC-File III

193           187          --            Number of help windows

yes           yes          --            Graphing

yes           --           --            Graph multiple variables

yes           --           --            Descriptions with user
                                         files

22            22           12            Number of smart keys
                                         (macros)

yes           yes          --            Calcs: dates, nested
                                         parentheses

yes           yes          --            Hot-Key calculator

yes           yes          --            80x87 support

70            70           1             Number of fields to
                                         global modify at once

yes           yes          --            Show/remove duplicate
                                         records

7             7            --            Levels of password
                                         control

--            --           yes           data encryption

384K          384K         256K          Total available RAM


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                                         required

720K          720K         360K          Disk space required

yes           --           --            Manual can lay flat

yes           --           --            IF/THEN/ELSE in letters
                                         and reports

Both          Paint        Fast          Clone method

yes           --           --            Letter writer with
                                         wordwrap and blocks

Here's a short list of the new features in PC-File+ 3.0.

IF and ELSE statements allowed in the report writer and letters.
This provides great flexibility in report output.

Import automatically detects dBASE II vs.  dBASE III file
formats.

Now includes a program which prints a report for a database:
Lists field names, lengths, constants, calculations, masks, etc.

Initialization is much faster than before.

Can now read databases on write-protected drives.

New manual binding can lay flat.

New Unique number assignment method.

Databases, report files, graph files and letters can now contain
a user-supplied description, shown on file selection menus.

Easier cloning ("Fast Clone").

New and improved PC-Label that's easier to use.

Improved editor with many more word processing features: word
wrap, block operations, pop-up menu, "whoops" key, etc.

Alter Entry Screen Text command.

Maximum field length increased to 254 (was 200).

Maximum record length increased to 4000 (was 3000).

Complex search limit increased to 34 operations.



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Utility-Name command now displays Name, Mask, Constant and Calc
for the selected field.

Improved graphing: graph multiple variables, better display and
printer support.

Report menu has a "space after" option to select line spacing at
the time the report is printed.
9












































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D. THE FILES ON YOUR DISKS

This information is provided so that you know the function of each
file and program in the PC-File+ system. Some of these files came with
your PC-File+ disks or were created when you installed PC-File+. Some
of them are created during the course of using PC-File+.

databasename.DTA
This file contains the actual data you enter into your database.

databasename.HDR
This file is created when you define a database. It contains
information on the structure and contents of the database.

databasename.INX
This is the index to your database.

databasename.KEY
This file is created if you define any smart keys for your database.
It contains the smart key character strings for use with the database.

databasename.PRO
This file is created by the user, and is optional. It provides
configuration information that is used whenever the database is
selected for processing.

DELETE.ME
This is a temporary report command file created by the report and
letter writing routines of PC-File+.  It can be deleted.

FPRPT.EXE
This is a standalone program that prints a report showing how your
database is defined. You can delete FPRPT.EXE if you never want to
produce one of these printed reports.

filename.ANS
This file stores your Report Menu answers.  When you print a
report, the appropriate ANS file is used to set the default
answers on the Report Menu.  These files can be deleted.

filename.LTR
If you create a mail-merge letter, this is the name that your
letter file is saved with.

filename.REP
This file is created when you define a report and answer Y to the
question "Save this report format?" It contains information
needed to format the output for that particular report.  These
report formats can be deleted.

GRAPH.ME


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This is a work file created whenever you create a graph. It's an ASCII
text file which you can edit separately if you like, for changing the
graph when you are running PCG2 standalone. GRAPH.ME can be deleted.

JUNK.xxx
JUNK.OLD and JUNK.1 through JUNK.25 are temporary work files created
during sorting. They are normally cleaned up by the sort program
before it finishes. However, if you experience an unexpected power
outage or some other type of system failure during the sort, you may
discover some of these files on your disk. They can be deleted.

MSHERC.COM
This program must be run before you can produce graphs on a monochrome
monitor with a Hercules graphics card. If you don't have a monochrome
monitor and Hercules compatible graphics card, you can delete this
file.

PCF.EXE
The main program module of PC-File+. It must reside either in the
current directory or somewhere on the DOS path.

PCF.HLP
This is the help file used by PC-File+ whenever you press (Alt)H. This
file is optional but highly recommended if you have room for it. You
must place it either in the current directory or somewhere on the DOS
path.

PCFILE.PRO
A control file used by PC-File+ to determine your operating
environment, containing information about your printer control
characters, screen colors, etc. It's created by the configuration
setup option from the Utilities menu. This file is optional.

PCFIX.EXE
A standalone program designed to repair a damaged database. This
program is optional, but you should keep it available in case of an
emergency.

PCG2.EXE
This is the graphing program. If you will be producing graphs, this
program must be in the same subdirectory as your other PC-File+
programs. If you will not be producing graphs, you can delete this
file.

PCLABEL.EXE
A standalone program which allows you to print mailing labels in
a one-up or multi-up format.


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files can all be deleted, but are helpful to use as examples.

READ.ME
A small text file provided for additional information.  You can
view this file with any word processor that reads ASCII files, or
print it on your printer with this command:

COPY A:READ.MEPRN

RESPONSE
A text file containing a copy of the User Response Form. This file may
be printed out to create a feedback response form for mailing to
ButtonWare. You can delete it if you wish. However, the information
ButtonWare receives on these forms is carefully evaluated. If you
would like to let us know about improvements or additional features
you would like to see in future versions of PC-File+, please complete
this form and send it to us.

VENDOR.DOC
This file offers information to ButtonWare vendors and potential
vendors concerning the guidelines to distribute Shareware disks.

CARD
This file contains a reference card for PC-File+, version 3.0.

CHANGES
This file lists the enhancements PC-File+, version 3.0 has, compared
to the features offered in PC-File+, version 2.0.

PRODUCTS
This is an order form and information which briefly details all
ButtonWare products.





















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E. FREQUENTLY ASKED QUESTIONS

"Will it help if I buy more RAM for my PC?"

ANSWER: If PC-File+ is able to run in the memory you have available,
buying more memory cannot improve performance. However, if you'd like
to use additional memory as a RAM disk, or with a disk caching
program, PC-File+ benefits greatly from the apparent speed increase on
the disk. Since database programs use disks heavily, RAM disks and
disk caching programs have a big impact on performance.

Note: PC-File+ does not use expanded or extended memory.

"In what language was PC-File+ written?"

ANSWER: It was written in Microsoft C. There are also some assembler
language subroutines, which were created using the Microsoft
Assembler. There are over 67,000 lines of source code in this product.
We use PC-Type II to maintain our source code and documentation files.

"Can I obtain the source code?"

ANSWER: No.

"What computers run PC-File+?"

ANSWER: PC-File+ was designed to run on all models of the IBM PC and
on the PS/2 series. It also runs on most of the compatible machines.

"Is PC-File available in any foreign languages?"

ANSWER: Yes, PC-File is one of the most widely translated programs
available. Complete translations (documentation as well as screen
prompts) are available in:

Arabic
Danish
Dutch
Finnish
French
German
Greek
Icelandic
Italian
Norwegian
Portuguese
Spanish (Basque and Catalan versions, too)
Swedish



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G. PC-FILE+ 3.0 QUICK REFERENCE CARD

Special Keys and their Function

(Alt)C                 Calculator hot-key
(Alt)D                 Drop to DOS
(Alt)H                 Help
(Alt)M                 Load new Macro smart keys
(Alt)P                 Print screen (cleaned up)
(Alt)T                 TEACH mode (on/off)
(Alt)Y                 Smart key memorize (on/off)
backspace              delete character to the left of cursor
(Ctrl)A                Accept data (same as (F10))
(Ctrl)B                Blank right, to end of field
(Ctrl)D                Duplicate all of previous record
(Ctrl)F                duplicate Field from previous record
(Ctrl)L                print a Label (Snapshot)
(Ctrl)left arrow      move cursor one word to the left
(Ctrl)P                Print screen (cleaned up)
(Ctrl)R                Read into memory
(Ctrl)right arrow     move cursor one word to the right
(Ctrl)W                Write from memory
(Ctrl)Z                display batch number of program
(Del)                  delete the character at the cursor
down arrow             move cursor to following field or line
(End)                  move cursor to right, past last character
(Enter)                move cursor to next field, or accept data
(Esc)                  cancel this operation
(F10)                  accept data
(Home)                 move cursor left, to start of field
(Ins)                  Insert mode (on/off)
left arrow             move cursor left one position
(PgDn)                 move cursor to last field, or page down in
                       browse mode
(PgUp)                 move cursor to first field, or page up in
                       browse mode
right arrow            move cursor right one position
(Tab)                  move cursor to next field, or move browse
                       window one field to the right
(Shift)(Tab)          move cursor to prior field, or move browse
                       window one field to the left
tilde (~)              the flip data character
up arrow               move cursor to preceding field or line

SPECIAL KEYS WHEN IN EDITOR

(Ctrl)(End)            move to lower left corner of current window
(Ctrl)(Home)           move to upper left corner of current window
(Ctrl)(left arrow)     move to beginning of previous word
(Ctrl)(PgDn)           move to left of last line of text
(Ctrl)(PgUp)           move to left of first line of text


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(Ctrl)(right arrow)    move to beginning of next word
down arrow             move down one line if not at end
(End)                  move past last character on current line
(Enter)                move cursor to next line, creating a new line
(Home)                 move to first position on current line
left arrow             move one position to left
right arrow            move one position to right
(PgDn)                 scroll down one screen
(PgUp)                 scroll up one screen
(Shift)(Tab)           tab left
(Tab)                  tab right
up arrow               move up one line if not at top

Editor Commands

(Ctrl)\                split line at cursor
(Ctrl)A                toggle automatic paragraph wrapping
(Ctrl)B                mark corner of block
(Ctrl)C                copy marked block below cursor
(Ctrl)D                delete marked block
(Ctrl)E                erase from cursor line to end of document
(Ctrl)F                fill marked block with selected character
(Ctrl)L                mark line or lined block
(Ctrl)M                move marked block
(Ctrl)O                overlay marked block
(Ctrl)R                reformat marked block; reformat current
                       paragraph if no marked block
(Ctrl)U                unmark the marked block
(Ctrl)V                enable/disable "whoops key"
(Ctrl)W                "whoops key"--recall previous buffer
(Esc)                  escape from editor or insert (Esc) character in
                       text
(F3)                   activate Editor Menu
(F5)                   delete current line
(F6)                   erase from cursor to end of line
(F10)                  exit and save all changes

DATABASE DEFINITION

Edit Masks specify characters allowed in a field and provide
automatic data.  Examples:

:azAZ:                 allows only alpha characters
:NNnnYYyy:             allows upper and lowercase N and Y
:09//--  :             allows numbers, slash, dash and space
:BA:                   does not allow any character
:DATE*:                automatic date field in mm-dd-yy format
:MM/DD/YY*:            automatic date field in mm/dd/yy format
:DD/MM/YY*:            automatic date field in dd/mm/yy format
:YYMMDD*:              automatic date field in yymmdd format
:MO*:                  automatic field supplying month (mm)


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:DY*:                  automatic field supplying day (dd)
:YR*:                  automatic field supplying year (yy)
:TIME*:                automatic time field in hh:mm format
:UNIQUE*:              automatic field for unique number
:DUPE*:                automatically duplicate field from previous
                       record
:DATE*09//:            automatic date field with edit mask
:DATE*:*A              automatic field only when adding only
:DATE*:*M              automatic field only when modifying only

Constants supply default data when adding and/or modifying records.
Examples:

"New York City"             supply text
"(   )   -    "*A           supply text only when adding
"Milton Freewater"*M        supply text only when modifying

Calculated fields generate data based on arithmetic, date or
relational calculations.  Examples:

((cost+adjustments)/100)               sample numeric calculation
((d1(@DAY#,mdy)+60)(@DATE,mdy/))       sample date calculation
(@acct,master,acct,city)               sample relational lookup

SEARCHING AND SELECTING RECORDS

Types Of Simple Searches

xxxxx       generic (exact, first part)
~xxxxx      scan across
?xxxxx      sounds-like
___x_x      wildcard (ignore certain characters)

WHEN CALCULATIONS ARE ASKED FOR

Arithmetic Operators:

+           addition
-           subtraction
*           multiplication
/           division
%           modulo (remainder)
^           exponentiation

Logical Operators:

&           and
|           or

Comparison Operators:



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=           equal
!=          not equal
>           greater than
>=          greater than or equal
<           less than
<=          less than or equal

Special Calculations:

(@RANDOM#)                       creates random number between 0 and 1
(@TODAY#)                        creates todays "day number"
(@DAY#,mask)                     gets date from stack, converts to
                                 day-number.  mask tells date format:
                                 ymd ydm mdy myd dmy dym yymmdd
(@DATE,mask)                     gets day-number from stack, converts
                                 to date.  mask tells date format:
                                 examples mdy/ dmy-
(@key1,DBASE2,key2,ANSWER2)      a relational lookup

Examples of calculations:

(SUBTOTAL + TAX + SHIPPING - DISCOUNT)
((age >= 21 & age < 40) & sex = "F")
(date2(@DAY#,mdy)-(date1(@DAY#,mdy))
                           difference between 2 dates
(date2(@DAY#,mdy) > date1(@DAY#,mdy))
                           date2 greater than date1
((date(@DAY#,mdy)+60)(@DATE,mdy/))
                           date 60 days later

COMMANDS WITHIN SMART KEY DATA

(2)                        simulate (Ctrl)B (blank to right)
(4)                        simulate (Ctrl)D (dupe record)
(6)                        simulate (Ctrl)F (dupe field)
(9)                        simulate (Tab) key
(12)                       simulate (Ctrl)L (snapshot label)
(18)                       simulate (Ctrl)R (read into memory)
(23)                       simulate (Ctrl)W (write from memory)
(271)                      simulate (Shift)(Tab)
(288)                      simulate (Alt)D
(291)                      simulate (Alt)H
(302)                      simulate (Alt)C
(315)                      simulate (F1)
(316)                      simulate (F2)
(317)                      simulate (F3)
(319)                      simulate (F5)
(320)                      simulate (F6)
(321)                      simulate (F7)
(322)                      simulate (F8)
(323)                      simulate (F9)


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(324)                      simulate (F10)
(327)                      simulate (Home)
(328)                      simulate up arrow
(329)                      simulate (PgUp)
(331)                      simulate left arrow
(333)                      simulate right arrow
(335)                      simulate (End)
(336)                      simulate down arrow
(337)                      simulate (PgDn)
(338)                      simulate (Ins)
(339)                      simulate (Del)
^n                         imbed smart key #n (0 - 9 supported)
^K                         get keyboard input

REPORTS

Sections of a report:

:COVER            prints once at beginning of report
:HEADING          prints at the top of each page
:DETAIL           prints once for each record printed
:SUBTOTAL         prints at each subtotal break
:FOOTING          prints at the bottom of each page
:TOTAL            prints once at end of the report

Commands in Command report (1 command per line):

(xxx)                           field xxx data prints here
<xxx>                           field xxx data (excess spaces removed)
"xxx"                           a constant
(#)                             relative record number
(a+b)                           calculation
(@f1,DB,f2,f3)                  relational lookup
=nn                             tab to column nn
/n                              insert n newlines
.FF                             form feed to new page
.CP nn                          conditional skip to new page
.GROUP                          start a group (no blank lines)
.EGROUP                         end a group
.EGROUP R                       end a group, replace blank lines
A nn,nnn,nn                     ASCII printer control codes
.IF (calculation spec)          do next commands(s) if true
.ELSE                           do next commands(s) if .IF was false
.ENDIF                          end of .IF .ELSE sequence
(COUNT*)                        number of records printed
(DATE*)                         today's date
(KEYIN*prompt)                  get operator input
(PAGE*)                         current page number
(RECORD*)                       record number of current record
(RECORDS*)                      number of rcds in database
(SELECT*)                       selection criteria for report


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(SORT*)                         current index or primary sort field
                                name
(SUBCOUNT*)                     number of records in subtotal group
(SUBFLD*)                       field name of subtotal break field
(SUBID*)                        data from subtotal break field
(TIME*)                         current time

Output Edit Masks (examples):

:@@@@@@@@@:          character field mask
:#####:              numbers, all digits appear
:zz,zz#.##:          zero suppress, with commas
:$$$$$$.##:          floating dollar sign
:******.##:          asterisk check protection
:=12,0,100,* :       barchart mask
::                   no output (don't print anything)

MAIL MERGE LETTER COMMANDS

.<fieldname>                insert data, blanks stripped
.(fieldname)                insert data, no blanks removed
.<KEYIN*prompt>             insert data from keyboard
.<DATE*>                    insert today's date
.GROUP                      start a group (no blank lines)
.EGROUP                     end a group
.EGROUP R                   end a group, replace blank lines
.FORMFEED                   skip to new page on printer
.FF                         skip to new page on printer
.CP nn                      conditional skip to new page
.<(a+b):z,zz#.##:>          calculation
.<(@k1,db2,k2,x2):@@@:>     relational lookup

SORT ALTERNATIVES (SORT FIELD #n)

fieldname                   sort on entire field
fieldname,x,y               data starts in position x, length y
fieldname,R                 roman numeral sort
fieldname,S                 sounds-like sort
(@RANDOM#)                  random sequence
(fieldname(@DAY#,mdy))      sort field in mm/dd/yy format

PROFILE COMMANDS

/ADDPW,xxx                  password allowing additions to database
/AUTOSKIP                   automatic skip to next field when full
/BG,n                       background screen color 0-7 (note 1)
/CASEFIND                   case sensitive searches
/CASESORT                   case sensitive indexes and sorts
/CONDENSED,n,n              ASCII values to cause condensed print
/DELPW,xxx                  password allowing deletions in database
/DRIVE,x                    default disk for data


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/EURODATE                   print dates in european date format
/EXPERT                     smaller menu prompts where possible
/FASTVIEW                   fastest screen writes (possible snow)
/FG,n                       foreground screen color 0-15 (note 1)
/FG2,n                      alternate color (field names, highlight)
/FILE,xxx                   default database name
/KEYIN,xxx                  keystrokes to run at startup
/LBL,xxx                    gives Snapshot label format (note 2)
/MODPW,xxx                  password allowing modify in database
/NORMAL,n,n                 ASCII values to cause normal print size
/NOTRAP                     don't trap disk errors and (Ctrl)(Break)
/PAGELEN,n                  size of page (number of print lines)
/PATH,xxx                   default subdirectory for data
/PRPORT,xxx                 printer output port
/SORTPW,xxx                 password allowing sorts on database
/SYSPW,xxx                  password allowing system operations
/USEPW,xxx                  password allowing use of the database
/XXXPW,xxx                  allows override of all passwords

Screen colors: background 0-7, foreground 0-15

0 black   4 red       8 gray         12 lt. red
1 blue    5 magenta   9 lt. blue     13 lt. magenta
2 green   6 brown     10 lt. green   14 yellow
3 cyan    7 white     11 lt. cyan    15 bright white

Snapshot Feature specification:

dev,t,f,f,f,f......

dev = LPT1:, LPT2:, MYFILE, etc.
t = no.  chars to tab in at left margin
f = field number, or command
0 = new line
-n = insert n spaces
'xx' = insert xx (a constant)

















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     ORDER FORM


