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Cardbox 2.0 User Manual

1. 0000 347 using numbefS 0000 348 Calculator date and time c00 353 date functions c 349 CTOS e 376 numeric functions 348 OPENIN E criai neces 347 remainder function 348 Captions 1n fields 0 208 Cardbox program NELWOLKING eresas 383 outline of operations 18 starn Teesi 18 Cardbox sessions see Sessions Cardbox window ustano 34 on starting Cardbox 19 retaining content between SCSSIONS e alate 42 Cascading menus promoting demoting 44 Change Format dialog box 191 Check boxes in data input See Field handlers Clear all selections command denned sassi 72 Clipboard as a field in macros 347 356 bypassing in text handling 147 copying images to 315 copying records to 142 copying search preview 86 copying text to 144 147 icon in status bar 148 pasting images from 319 pasting objects from 388 pasting text from 140 147 use in calculations 346 Clipboard viewer 008 340 Clock faces in record See Network clock faces Closing database window 65 37 Collating sequences 175 Colon range delimiter in index Sear NES ccc Anes 81 Colour See also Image colours control
2. 138 139 Search basic terminology 0 70 current selection defined 70 dialog DOXES cceeeeeeeeeeees 73 empty selection 006 71 history See History of selections index See Index searches level of selection 0 70 undoing comman4d 72 Search and retrieval OU CINE eoa 26 Search commands described anreceneonen a 71 SCLC CUING ao aes 76 Search dialog box data search scicicdadiddaleslanioueeis 89 INdeX Seach ceeceecceese wees 77 kept selections siine 94 record numbers 000 99 unindexed items See Data search Search logic Boolean AND c0cccceeee 71 Boolean AND NOT 71 Boolean OR ossein 71 Search menu browse menu See Browse menu keep menu See Keep menu relational menu See Relational menu tag menu See Tag menu Search menu commands Clear all selections command E E tart tat neestanntek ss Fl 72 Exclude also command 71 Exclude command 71 History of selections 100 Include command 71 Select also command 71 Select command 000 71 Undo one level command71 72 Search mode s CHANGING asennan nats 89 105 described iit Wie ees 69 CUCM ate a 117 Search parameters data search CASE E A AE 91 entire field option 91 punctuation eee 91 wWildeard Seene 91 ind
3. eee 99 Records AUCH euran 136 deleno nanna 141 duphicaun ssena 136 edini seni 136 ex AMPLES se E 23 sharing on network 383 SONIN cean 64 SOC TUTO schsudi setocciratnscateebtete 18 Recovering lost data 379 Relational menu promoting demoting 120 Relational menu commands EX CIC oases dcmersaasdanecenpenesntote 120 Exclude ali Onsun 120 edicere 120 ST e N P 120 SClISCl alsoe 120 Relational search cancelling links 123 choosing search terms to use TEE E ater A EA 122 control window Cefimition eee 119 identification 008 121 dyna n 125 executing command 123 hierarchy of links 119 History of selections 125 search text command characters 122 field designation 122 multiple terms options 122 wildcard characters 122 search window Cefimition eee 119 SOUS eR 126 setting up links 0 120 updating results 126 Repairing a damaged database 379 Restoring deleted TEX i 5 5s uscd eatiestens 139 Retrieval 0 c00 See Search Ruled forms cccccceee ce eeeeee 259 S Save As dialog boX 006 191 Save Update Format dialog box PEPEE AE E EEEE EA LETT 192 Scanning ATES a 319 Scrapbook OVELVIOW ieue a 357 use in MACTOS ec eee ec eeee eee 357 Scrolling large formats c sees 251 text within fields
4. 216 effect on searches 216 effect on stored data 216 purging data eens 217 reinstatement ce 216 Demoting search menus 44 Descending sort 00 64 67 Designing database Sicr ea dei th chtees 158 TC CORA Ga daaescaneete A 158 Displaying TA CCS tices tcontecnc T 310 Docking station c000008 384 Drag and drop COPYING eX eens 148 MOVING TCX sack tciees 148 Duplicating formats OVER VICW sccecescacscedeesesecenccences 187 Save As dialog box 191 Duplicating records commands posse acters 136 Dynamic relational searches 125 E Edit menu commands Batch DEEE erea 152 FG E E E E EE 152 Select Invalid 328 Valida lC 329 CODY zies 144 147 315 Copy record 142 315 eee eee Te emer eer eee 147 Delete record cece 141 Editfecord aceras 136 Format Dele eee eee aero omen 194 PO E E PENE TERTE AE 187 NO 187 Undo deletion 194 format design 0eee 189 Format properties 194 OVELVIEW cccceeccceesceeeceees 239 Select Alho na 248 Undone 239 ldek of nanana 214 hdr omeen 214 Insert Object 318 387 New record cceeceeecceeeees 136 Pise ea 147 Paste object cnicnouicw 388 See Ae 146 Uad One E 141 Undo All sacscntssicticicen thsi vers 141 Undo deletion 0 0000 141 Validation LS EAEE 328 332 SHOW errors
5. 14 2 Controlling output Printing starts with the record specified in the Start where box and you have the following options To print Use Continuously Click the OK button or press ENTER A single record Click on the Print 1 record button or press ALT 1 Cardbox will print one record regardless of how many there are on the page and exit the Print command In single pages Hold down the Shift key as you click on the OK button or press SHIFT ENTER Having printed a page choose your next option in the dialog box shown below Single page printing Page 1 has been printed Print all remaining pages Chapter 14 Routine printing 111 Printing As it prints Cardbox reports its progress in the box shown above Progress is reported in terms of pages but the length of the bar shows the proportion of the number of records which Cardbox has processed With some printers you may see the bar grow longer and then shorter several times for each page this depends on the characteristics of the Windows printer driver and the amount of available memory and is nothing to worry about The printer icon is displayed when Cardbox has completed a page and is waiting for Windows to finish processing it If this icon should remain displayed for long periods it is not Cardbox s fault you may find it worth investigating why Windows is slow in processing the job 14 3 Print preview You can have a preview of the printed output displayed b
6. As the field is to contain only one term the simplest way of ensuring that it is indexed is to set the indexing mode to All You can ensure that the entry will meet the other conditions by installing the following validators Number of terms Allow only one term an indexed date Validate date Specify the range within which the date must fall Reformat date Specify a 4 digit year You can further ensure that these conditions are not overridden by the operator Each of the first two validators above has a check box labelled Mustn t ignore which you can turn on to prevent any record being saved with an invalid entry in the field Example Verification of new records All newly added records must be verified by an authorised person before they can be used for the normal purposes of the database Verification is recorded in one special field which is to contain one of the following entries with the indexed terms shown in bold type entry unchecked in a newly added record The word unchecked is to be indexed so that unverified entries can be easily found verified by GTK for a record verified by an authorised person to be revised by for a record referred for revision MCB The following validators will ensure the required conditions Chapter 36 Validation 327 Validation Picklists Default Enter entry unchecked if entry the field is left empty Index unchecked or any other word on the picklist Validate text own h
7. Chapter 28 The format background 239 Aligning text By default newly entered text is left aligned but you can change the alignment either with the Text Properties dialog box or by reassigning the anchor points Anchor points When you select a line of text Cardbox will display in solid colour one of the three vertical pairs of squares depending on which alignment is currently in force This pair forms an anchor point which will remain fixed in the given column of the format until you move the text The anchor points will be automatically moved to another position as you change the alignment using the Text Properties dialog box shown above but you can alternatively change the alignment by changing the anchor points To do so bring the arrow shaped cursor to either square of the required pair and the cursor will change shape to that shown respectively for the centre right and left pair To make the chosen pair the anchor point for the text just click to transfer the solid colour to it Editing text When you have selected a text item the Edit menu looks like this Note that you can also execute most commands by using the listed keyboard shortcuts without opening the menu Editing is described in detail below and you can use Undo to undo the last operation HRs eRe oni HEHEHHE HH LTT ith Undo Ctrl Z Delete Del Select All CtrltNumPad 5 Edit item Enter Item properties AlttEnter Format properti
8. A message in the status bar will tell you how many items you have selected Each of the selected items will display sizing bars but merely to let you see which items have been selected you cannot edit or resize any of the items in a multiple selection You can only delete them or move them in the way described below You can also select in one operation a group of adjacent items using the technique described below on AT Dii SNIH T il H HT To select a group of items position the cursor in an empty cell of the format press the mouse button and drag the cursor to a position which will make the dotted rectangle either envelop or intersect the items that you want to select Chapter 29 Advanced format design 249 os m UT TT When you release the button sizing handles will appear in the selected items In this example we have left the caption Name amp address outside the dotted envelope and it has not consequently been selected You can at this stage add or remove items from the selection by clicking on them while holding down the CTRL key In using this method bear in mind the following points You can draw a dotted line instead of a rectangle if all items you want to select share the same row or column m You can start the rectangle at any corner but the starting point must be clear of any item If you depress the mouse button when pointing to an item the cursor will change to a four headed arrow as
9. Custom sequence on the same tleld Chapter 8 Sorting records 67 To add or remove fields from the Sequence list use the control buttons in the dialog box as follows Clear to clear all entries in the Sequence list Add to add the field selected in the Field list to the Sequence list Delete to delete the selected field in the Sequence list Reverse to reverse the sequencing order for the field selected in the Sequence list from ascending to descending and vice versa To change the ranking of fields in the custom sequence Sequence Sequence SA Salesman SA Salesman CO County BU Type of business Co BU Type of business E County TU Turnover TU Turnover m select the field whose position you want to change m move the cursor to the field s new position m when the cursor changes to a double arrow as shown under field BU above click the left mouse button Having defined the required sequence choose OK to return to the Sequence dialog box Ose E L Beverse order Custom sequence EJ Plane saplaa pansy The Recalculate check box will be automatically turned on choose OK to recalculate the new custom sequence and apply it to the records Cancel chosen in either dialog box will leave the original custom sequence unchanged Chapter 8 Sorting records 68 Effects of other operations on sorted records While a sequence is in force m any record that you edit will not change its position un
10. Lightweight linking is Cardbox s own replacement for the linking part of OLE It is simple and robust and does not require any special object fields Unlike OLE it does not display an icon just the name of a file and to edit or display the file you have to run a Cardbox macro but in most cases we think that it is a better choice than full OLE Section 40 6 describes lightweight linking Chapter 40 Object linking and embedding 386 Here are the main points that you should bear in mind when choosing between OLE linking and embedding Object Linking Embedding Location an independent file on disk the object is stored in the For the link to work the Cardbox FIM file file must remain in the original location Sharing can be shared by several can be shared by several Cardbox databases and records within the Cardbox records as well as by other database but is not accessible applications outside it Effect on size a small effect because OLE appreciable growth in size In of database normally stores an icon as some cases such as graphic part of the link items inefficient OLE servers can double the size of a file when storing it in the Cardbox database 40 1 The object field o In order to use Cardbox as an OLE container you have to define a Cardbox field as an object field Within a particular record each object field can only contain one object To create an object field m edit the format in the normal way i
11. Window Cascade Shift F5 Tile Shift F4 sascon r BA Format Selection Sequence Browse position Appearance About this window New v 1 BASEONE FIL 2 BASETWO FIL 3 BASEONE FIL 2 You use these commands to make one window be like another in content or appearance When you choose one of these commands a cascading menu lists the attributes which you can transfer between windows and the mouse cursor changes shape to indicate the operation Except for Appearance most transfers can only take place between windows open on the same database and the mouse cursor will appear crossed out when the mouse is over an inappropriate window Merge command in complex searches Complex searches usually involve making a series of separate intermediate selections and then bringing them together in the final selection The usual method is to keep the intermediate selections in named lists which you can handle by the standard search commands such as Select Include or Exclude to build up the final selection If you prefer you can make the intermediate selections in separate database windows and bring them together using the Window Merge command Window Cascade Shift F5 Tile Shitt FA4 BASEONE FIL BASEONE FIL Selection 44 Merge _ K E ESMANE ae About this window Selection 3 BASEONE FIL New Selection 3 1 Selleck AS Selection 3 1 A45 1
12. 33 5 TRANSFERRING DATA BETWEEN DATABASE WINDOWG 00065 304 Linking fields for transfert 2 cect Saticanic odes eastasintnieadea idee tedaiedeneae 305 Handling links AS customised types ccccccccccseeeeeecsececete ae eesseeeceeeeaaaeees 306 33 6 DIRECT PROGRAM ACCESS TO CARDBOX DATABASES 2020884 307 CHAPTER 34 USING IMAGE DATABASES cc ccccccssssseseeeees 308 34 1 THE IMAGE FIELD AND IMAGE SIZE 1 0 0 ccccccccceeeeeeeeeeeeeeessssneeeeeeeees 309 342 DISPEA VING IMAGES saidara aa 310 Colours in 16 colour VGA display ccccc cece eseeeeececcceceeenaeeeseeeeceeeeaeees 310 F ll s reen image GUS DION vereun criss nocsigiaiearsaesianieticienandaen eek aa 311 34 3 THE IMAGE CONTROL WINDOW eretice aa S 312 34A OUTPUT OF IMAGES onnon nna e a a 313 TAVIS U ES e A E A 313 PUNE QUAIL ase fading eas T a 314 Copying to the ChpbOG rd aorereienseene eect ees 315 Palettes and VGA Cis play sccitecsin eedescts Sevnat ait cusie lh cedescas deceit aca Nateateadtae 315 Writing an image to a fil wactasnsce seth incaeursuedeunse tae a a 315 CHAPTER 35 BUILDING IMAGE DATABASES eeeeeesseccsssss000000 316 5 GREATING THE IMAGE FELD nidara ni E EE 316 39 2 LOADING IMAGES Sartenaer tee ee eeasesoe 317 Reading images from files wiih aot hah es Ae 318 PP OSU OAM GCS castes als ha cOetl aks E ienetdek cashout bin die ate tate ces 319 SCONMIN o IMAL ES CIS CCUY weed sata cathe seslulcenasnitetines ton a dsdaiays 319
13. Dob 2774756 Tel Nos 071 225 4172 h 071 928 551 Prev Pos Analyst_Programmer Salam 19001 d 23 Garnier Mansions Courses Sout Woodford Road Unix Senin p London Sw SOG Title Marketing by Computer Performance Predict Author B Brown Journal Business Computing Re 029776 Vol Nob Date 12 80 Abstract The author market research manager for Courag value of the computer az 4 marketing aid The Courage information system was developed during 1974 1975 anc continuously updated since that time Initially the Expres online access to a powerful interactrye integrated system l Previous employers Education E E E E E Danazas Dacta Conan Org 0 H M Services Ltd Adr Suite 5 Manley House B4 Foreman Street London EC4 34C Contact ames M Tel No 071 6435 8 BusinessD rect Position Analyst Salancto 5 000 i aie sought with at least 3 ae E E CONTACTS FIL Anthony Alcott Esq Alcott Associates 8 Gresham Road Beshill on Sea Een E Record 1 SS A of 1000 id browse edit i search Chapter 3 Cardbox under Windows 36 The active database window Of the concurrently open database windows only one is active at a time and it is identified by a highlighted title bar The status bar reflects the state of the active window and all commands apply to that window To make another window active do one of the following m Click on it Keep pressing CTRL F6 until the window you want appears with
14. Farmer Leicestershire LE Middleton Esq Solicitor Cornwall is G Templeton Farmer Mortolk Loo Mrs G K Westerton Designer Wrest Midlands S T Turnbull Eq Accountant Mortolk Bee Cooksley Esq Advertising London 5 4 WOM Gledfield Esq Journalist London 5 07 Mrs D Overton Director London gorde 35 000 4 G Graham Eg Wet Sure 2ofa 46 25 000 hss T wikins Marketing Suey F 28 9 42 20000 Wiliam Aylett Eq Management Consu London 5 4010 M 20 1754 15 000 Miss H Cosgrove Interor designer Lancashire F 4662 15 000 Dear Miss Wilkins 19 4 45 20 000 3 Brargr 18 10 52 17711722 30 000 4 9 46 20 000 27 10 53 25 000 12 6 55 20 000 7710 39 30 000 211756 25 000 Saa 20 000 20710443 25 000 23 6 44 25 000 20 2 NN Se E E Tagged record marker Mrs C Edgington Merchant banker West Midlands F 16 10 49 30 000 Tagged records are identified by a special marker in the corner and you can handle tagged records as a separate set in all search commands The quickest ways to tag or untag a record are Keyboard press the TAB key to tag or untag the current record Mouse hold down the CTRL key and click on the record which need not be the current one using the left mouse button With a three button mouse you can simply click with the middle button without pressing CTRL Toolbar the Tag button acts as a toggle on the current record The status bar shows you how ma
15. Field properties Description Next contact Index None Manual Automatic all Installing validators To install a validator for a field Select it in the Available Validators list Cardbox will display the validation criteria that you can specify Having found the validator you want to install Press Add to add the validator to the Field Validators list Define the options for the validator You can specify a number of validators for a field to achieve the desired effect In this example we have specified m one date only in the field m the date is to be within the specified range Removing validators Chapter 36 Validation 330 Field Validation Field validators Available validators ecaa index tems Doma og cancel Index terms Betete gt gt as Length of field Length of terms Number of terms Range List 0O Unindex unmatched C Exact match Index terms Field Validation Field validators a validators Number of terms Number of terms Booo Count CI Words C Numbers J Dates d Indexed DJ Unindexed g Hustn t ignore Don t count unrecognisable numbers dates Field Yalidation Field validators Number of terms of terms on ae gt gt mag a validators A Date E Indexed Range 1278793 31712794 gt Unindexed List Day of month Required O Optional Not allowed gt lt Mustn t
16. ceeeee eee 327 Editing formats OVEIVICW onin NERONI NE i 187 Editing records asa Dath esnean an 152 commandi snienek 136 Embedded macros 367 Embedding objects See OLE Empty selections denned enes 71 in relational searches 124 Encrypt Olesna 381 Entering text I rECOrdS a ee 139 Errors in calculations 353 376 in macros Playback ceceeeeeeeeees 376 recordi oaea 375 in merge blocks 234 Exchanging information See Data transfer Exclude also command defined7 1 Exclude command defined 71 Exclusive operations on network e E AS 383 Expression Calculator 346 Extra text appearance attributes 58 declaring in format 219 GETING isane N 18 GOLCHNScieucistesiseastenseteen teed 223 display OptionS cccc08 56 CCUG nsa 221 general description 219 in multi record display 56 in record display 220 printing options 108 221 DIODCLUES e 219 DULAIN aaide s 223 SArCDINO o se sisscesecaciiassicsensees 90 split window display 56 221 width in printing 109 221 F Fol Or Help arenae 19 Fetch command assesses 41 Fetch search mode 117 Field handlers Dar COdES vissusdatanciatade 258 Check DOXCS sneinen 256 Code SiS 255 IMIStAING riso 254 option buttons 08 255 Field name dialog bOX eceeeeeeeeeeees 210
17. take care with the Select also command it will make Cardbox read records at the last level of selection and you may still find yourself reading all records in the database if you choose the data search with Select also at Level 1 m try to narrow the selection down as far as possible using index searches but try a data search even on a small selection if the alternative is a very elaborate index selection Starting a data search In a data search Cardbox looks only at the fields included in the current format so make sure that you have the right format before starting To start a data search m open the Data menu This may be in the main menu bar or a submenu of the Search menu depending on how you have set it up m select the command you want Chapter 11 Other search modes 90 Field to search all elds leave this blank ay Search for Cancel Match T Entire field as one unit T Punctuation Case I Don t search extra text Short cut If you are searching a field that is defined as being unindexed then you can also right click on the field and get the dialog box at once with the field name already filled in Or you can hold down the right mouse button and get a pop up menu of the available data search commands Specifying the field to search If you want to search all fields in the current format then leave the Field box empty If extra text is in the format and you want it to be excluded from an all
18. 12 Cranleigh Place Egham County Surrey Sizing Title bar controls Cardbox NAMEADDR FIL Name Albert Smith Addr 26 Langton Road Tunbridge Wells County Kent TN6 8YU Chapter 3 Cardbox under Windows 35 The Cardbox window is the outside window in this picture and it contains within it the database windows The menu bar gives you access to all Cardbox commands with some commands being accessible also from the toolbar as well as from the status bar at the bottom of the window However the main function of the status bar is to give you context sensitive information about the commands that you are about to execute or the operations that you are carrying out You can either maximize the Cardbox window to occupy the whole of the desktop or let it share it with other applications In the latter case if you make the Cardbox window too narrow you may not be able to see the whole of the status bar but you will still have the whole of the menu bar accessible 3 2 The database windows You can have several database windows open concurrently displaying different databases or even multiple copies of the same one You can arrange them within the Cardbox window in an arbitrary way as shown in the first picture in this chapter or in the standard Windows cascade or tile arrangement Cardbox File Edit Search View Window Macros Bena Gana E T men e en Name Michael Sibley Location London Relocate n Consultant ae
19. 18 records selected Select POSITION using field POSITION in window YACANCS FIL Level 1 2 records selected Select SALARY using field SALARY in window YACANCS FIL Level 2 0 records selected Level 0 18 records selected Select POSITION using field POSITION in window YACANCS FIL O Automatic popup will evel 1 0 records selected Select SALARY using field SALARY in window YACANCS FIL Level 2 0 records selected O Automatic popup when history changes The top example of History display shows that two applicants were matched on position but obviously expected higher salaries than offered The lower example shows that no applicants were matched on the offered position The second selection on salary has been carried out for consistency of the relational search although we would not be able to apply the Search command to an empty selection in a manual search Refining selections by hand The relational links just described will match applicants to jobs by only position and salary but there are usually further factors to be considered such as job specifications geographical availability etc E auc AA Michael Sibley 23 Garnier Mansions Woodford Road London S7 900 4 Analyst Programmer 19 000 071 225 4172 h 071 928 5510 x31 Bharat Mistry 67 Upper James Street Willesden London Hw 4 BAC Ge Analyst_Programmer 17 500 081 943 6231 h Joanna Wilkins 95 Aldicot Avenue Wolverhampton Analys
20. 93 SE Gi a reece ieee eeere 93 Selec dS Oene 93 Kept selections choosing 1n previews 94 CVG ANAC aoa rtahciateehioeeateas 95 dalog BOX tasatcrcenriacmntis 94 DSUN S oen S 93 TANS UU Gates ee E E E 93 HAMI O crdieunctaaivsecicuseeaiaheds 93 permanent eesessseoeeessse 92 POMS VINO anea 94 searchin ce ests 94 SOS 5 Aaa tacit 93 tempori acainzenntcstenenesnecanuds 92 Keyboard browsing multiple images 36 browsing records 066 36 correcting typing errors 139 suide m He lPae cauisue ese 43 moving between fields 138 moving within fields 138 SClECUNG text sunera 145 Keyword 6 See Indexing L Label type s as special paper sizes 262 delenie oeer 288 measurements s s 263 Guti Ned isra 262 sharing across a network 283 Labels design errors and troubleshooting EE E E cette 288 design aids ccceeeeeeeeeees 281 design outlined 006 280 direction of printing 274 examples laser printer labels 285 multi column printing 287 photocopier labels 286 gaps vs text margins 288 label type CESTONING 22 covissssbsualerraniies 283 MAING aira 284 measurements 0008 284 OTICNTAM ON ses 284 print preview 111 281 printing a sample page 281 standard types Installing 0 ees 271 Landscape page orientation 266 Large formats SCrOMI
21. Chapter 1 Outline of operations 24 You can store images in your records and display them either with accompanying text or blown up to show details of special interest PICOLE FIL 2 Object Type Document Native System Created by Microsoft word Paintbrush Using Microsoft s Object Linking and Embedding OLE you can store documents drawings and other objects as database records find them using Cardbox s normal indexing and search facilities and edit them directly in place without leaving Cardbox or having to issue any special commands For full details see Chapter 40 and Help Technical Articles Data entry and editing The size of a field does not restrict the amount of text that you can enter into it Each field essentially forms a window 12 2 91 letter from M J Fielder requesting and Bob Weston will ring back next information about programming personnel week on the data stored within it and you can egpiseace SYBASE redo eh acme negates 23 2 91 Follow up call referred to Robert Bob Weston amp Gillian Fielding afternoon D ata entry an d scroll the data within that window Smith Possible faterest in Mike Whitmore Tuesday 3 3 91 i editing is You can move selected text within a described in record and using the Clipboard between Chapter 17 records or databases Selecting and You can edit individual records one at a time or you can edit a whole batch moving text Is
22. Datasolve Datastream Chapter 21 Indexing 175 21 4 Custom collating sequences This chapter has described the standard way in which Cardbox performs indexing For specialised applications you can change the indexing strategy by defining a collating sequence You can Cause additional characters including numeric digits to be treated as letters of the alphabet Control where in the alphabet those characters should appear Treat upper case and lower case characters as being distinct for indexing Treat letter combinations as a single separate letter for indexing such as the traditional Spanish sequence that puts llamar after lograr but before mirar Treat a single letter as a pair of letters eg German biBchen as being identical to bisschen Custom collating sequence are a complex technical subject and they are very rarely needed You can find full details in the online help search for Collating sequences Chapter 22 Creating database files Each Cardbox database consists of at least two files the database file and the format file They both share the same filename but are of different filetype FIL belongs to the database file and FMT to the format file A database The structure of database files Is described in containing images has an additional image file of type FIM Cardbox always Chapter 2 handles all files together For anew database you first create the format file
23. Format contains extra text check box off Then save the format Having effectively deleted the extra text field you can purge the data which it contained in the same way as for a normal field on the main card Section 25 4 Format properties L Format contains extra text LJ Description Freld descriptions Purge Deleted Fields The following deleted fields will be purged This operation may destroy data If you are not absolutely sure of what it does press the Help button for the Fl key for a full explanation Cancel Chapter 27 Merge blocks in formats Merge blocks in formats enable you to mail merge data to produce form letters mailing labels as well as other documents in which you want the layout to suit the data in a particular record rather than to conform to a fixed format Robert Srnith CONTRACT RENEWALS General Manager Contract Type Computer Maintenance gt Soll Mechanics Consultants Contract No DHE 696 22 Merton Road Renewal Date 1 4 93 London Duration 12 montha Renewal change 1 678 55 Previous charge 1 623 45 Posteode Swf 7FED Letter sent Telephone 087 369 8976 Payment received EEE TTT CC Soil Mechanics Consultants 22 Merton Road London SW23 7ED For the attention of Robert Smith General Manager Dear Sirs Re Computer Maintenance contract No DHB 7896 Chapter 27 Merge blocks in formats 225 I write to invite your renewal of the above contr
24. If you want to change the indexing of the existing text to correspond to the new indexing mode then refer to the section Alter field index etc below Access to field properties m To open the Field Properties dialog box for a field right click on it To access the caption for editing directly double click on the field Alternatively click on the field to select it then Undo CtrlZ m press ENTER or choose Edit Edit item to edit Delete Del the caption or Select All Ctrl NumPad 5 press ALT ENTER or choose Edit Item Edit item Enter properties to open the Field properties dialog Item properties AlttEnter box for the field Format properties Printer settings Reviewing field descriptions The Field properties dialog box enables you to change the description of the currently selected field If you would find it easier to review the descriptions of fields when you can see several of them at once then proceed as follows AaS nena choose Format properties in the Edit menu this command will open the dialog box shown on the right J Format contains extra text L Format display starts with extra text visible Description Next choose Field descriptions to open the Change Field Descriptions dialog box shown below Field descriptions Cancel Chapter 25 Fields in formats 214 To change the description Change field descriptions of a field select it in the Fields list and edit its
25. If you were to leave it in this position you would be selecting records for the same salesman over and over again Since the Select command makes the first record in the selection the current record you would be editing the same record over and over again each time delaying the date by 2 months So you could end up with a date several years ahead by the time you got round to aborting the macro 2 This column shows the position to which Cardbox will move the StartLoop command if you click once on the right arrow button If you were to leave it there you would edit the first record correctly but the next time round through the loop the macro would paste the calculated date as the search parameter for the salesman s name and Cardbox would reject it as an invalid parameter and abort the macro Chapter 37 Macros 366 3 This is the correct position for the StartLoop command The loop starts with the Edit record command and ends with Save record command Nested loops To illustrate nested loops we extend the above macro to process the records of several selected salesmen We use two nested loops as follows Outer loop Read the salesman s name in the current record m Select records by that name Tag the selected records Hand over control to the inner loop Inner loop Delay next contact in all records by 2 months m Undo the selection Exclude the tagged records On completion of the outer loop m Clear all tags and selecti
26. and let you choose which one to use when pasting Try both to see if there is a difference Palettes and VGA display Cardbox copies images in the Bitmap format using the same colours you were using for display and copies the palette as well The VGA versions of some programs including Paintbrush ignore palettes so if you want them to understand the image you copy in Bitmap format you will have to switch Cardbox to Windows colour display monochrome or colour before doing the copy Writing an image to a file The Write to file command opens a dialog box in which you select or specify the output file and its location as well as the type in which the file is to be written The default file type is BMP for Windows bitmap file Chapter 35 Building image databases All you have to do to create an image database or to convert an existing text only database into an image one is to create the image field in the native format Images are stored in a separate image file but Cardbox will automatically create this file when it first saves a format file with the image field in it Tus Ear Jaguar atreraFl i asemhal samen Flage On read darin Lakr oF F You load images into the database by inserting them into the image field of the record that you are adding or editing You can read an image from a file in which case Cardbox will add the image to the image file or m you can paste an image from the Clipb
27. blocks extra text is identified by a double asterisk None None You cannot index anything but you can still search extra text for specified words or phrases You can display extra text with or without the associated main record or leave it out of the display The controlling keys are F3 and SHIFT F3 or you can set your choice in the View menu Change Format Ctrl F Extra text F3 Split window Shift F3 Sequence With the extra text not selected for display you may get several records displayed in the database window Change Format Ctrl F Extra text F3 plit window Shift F3 Sequence With the Split window option selected the main record shares the database window with extra text Change Format Ctrl F x Extra text F3 Split window Shift F3 Sequence When selected for display on its own extra text is shown for one record at a time li rm ieee Thi Ee eT Chiki Dd k Bae wa bee z ienr n ic i eee Rad Comagiiag og i ha i m ih EEN ae ee Pes ha Mam bhh Tarat Fae e Fa E fom p all preg eee Fee eee Ee Tha simi Tg te Acs Lesa ie sample FIL Name Adam Fenwick Symes Esq Addr The Hurst Stonebridge Road Cannock Dear Mr Fenwick Symes Tel 0543 5585 Date of birth 1 9 9 47 Sex M Married M No of children 2 Income 15 000 County Staffordshire Profession Accountant Select GUIDE and in a couple of seconds have the record
28. hand with empty selections in the search window They would originally have been entered under different circumstances that is when there were some records left in the selections as in the top example above 16 6 Dynamic relational searches Select IN410000 Level 1 2046 records selected Select B140 Level 2 15941 records selected Select PRZ using field NO in window QUALS FIL Level 3 1941 records selected Select ARFEUROPE Level 4 605 record selected Select LAZFRENCH Level 5 424 records selected O Automatic popup when histor changes Select PR using field NO in window QUALS FIL Level 3 0 records selected Select ARZEUROPE Level 4 0 records selected Select LAS FRENCH Level 5 0 records selected L Automatic popup when history changes As noted earlier in this chapter Cardbox automatically executes the relational search together with all the local searches that followed it at a higher level of selection every time it detects a change in the source text It will detect such a change m if you move to another record in the control window or m if you edit the search text and save the record Chapter 16 Relational searches 126 In each individual relational search the search text comes from one designated field in the control window However you can set up a Series of relational searches each related to a different source field in the control window and m make Cardbox update the en
29. i j Left Label Gap label type produces a bodily rotation offset width across of the layout and the labels may be of wrong shape for the given format Defining the layout You can enter the measurements of a label type in any order and in any combination of units to suit the material for which the label type is intended Chapter 32 Designing labels 285 Aim to reproduce in your design the actual layout of the labels so that if you were to place a sample page over the label sheet the edges of all labels would coincide Cardbox recomputes the layout with each measurement that you enter and as long as you leave at least one measurement in each direction at auto it will assume that the layout of the label sheet 1s symmetrical That is it will apply the given left offset also at the right edge of the sheet and the top offset also at the bottom In these examples we use bold type for the measurements defined in the Label Type dialog box and plain type for the derived or default measurements Example 1 Laser printer labels We use the term laser printer labels for the label sheets which have a symmetrical layout and a margin of at least 7mm along all edges In this example we show the steps involved in defining the horizontal layout to match the Hewlett Packard labels 92296N 3 labels across and 7 down on an A4 sheet 210 x 297mm Labels across the page 3 210mm Label width auto Omm e auto sla auto vl
30. image is so that it knows how big to print it Cardbox knows the image s size in pixels but it cannot translate that into a physical size unless it also knows its resolution in dots per inch dpi an image 600 pixels wide might have come from a 6 inch original at 100dpi or a 2 inch original at 300dpi Some file formats supply this information and some don t If the input file didn t give a resolution and you don t specify one Cardbox will assume 75dpi which is a reasonable guess If this makes the image too big for the paper Cardbox will scale the image down so that it fits Some TWAIN devices report bizarre resolutions for example some Hewlett Packard scanners report resolutions using the wrong units making them 39 times too small Cardbox does its best to guess what such devices really meant Pixel shape Some screen display modes such as 320x200 use pixels that are taller than they are wide Without special adjustment images that were created for Chapter 35 Building image databases 321 those modes would look squashed when displayed or printed in Windows If this seems to be happening try the Rectangular setting which tells Cardbox to make the adjustment Some file formats supply pixel shape information and some don t in some cases too Cardbox will guess the pixel shape but you may have to override it if the guess is wrong Image Document Cardbox has two compression strategies Image is best for anything photograph
31. in further sections of this chapter Chapter 34 Using image databases 310 34 2 Displaying images Record browse bar Image browse bar Level 0 Record 19 Cel of 21 el 1 3 Le EEL A Full screen ttul colour image button button Whenever Cardbox displays a record to which an image is attached it displays in the status bar a toolbar for image control If there are several images attached to the record the toolbar contains an image browse bar if there is no image field in the current format the image part of the status bar is omitted entirely Full screen image button leads to a full screen display of the F12 from the keyboard image in the way illustrated below Full colour button VGA only switches from your chosen default colours to full colour display and back again See further notes on colours below SHIFT F12 from the keyboard Image browse bar is displayed only if there is more than one image attached to the record Use it for browsing images in the same way as the normal browse bar for records From the keyboard use the normal record browsing keys but hold down the ALT key Colours in 16 colour VGA display If you are using any other display mode 256 colour 16 bit 24 bit etc you can ignore this section In standard VGA display mode your screen can only display 16 colours at a time and Windows uses a standard palette of primary colours This gives the desktop its normal appearance but it gives poo
32. m Where an underline is used the underline is itself indexed as part of the composite word as in NORTH_WEST In sorting the underline ranks as a space coming before all letters and digits and when a record is printed or written to a file it is replaced by a space although you can optionally have it output as an underline m Where the words are separated by a non indexable character that character is ignored and only the composite word is indexed m Cardbox maintains the index in alphabetical order a b c etc It removes accents from accented letters for example 4 becomes a Whether and how you join words together depends very much on the way in which you intend to retrieve output and sort your records There are further notes on this topic later in this chapter Turning numbers into words As described above Cardbox decides automatically whether a term is a number or date or a word by looking at the first character Most of the time this works well but sometimes this automatic recognition can be a nuisance You may have some items serial numbers for instance which start with a numeric digit but contain alphabetic text which must be not be discarded in indexing In this case you can stop the item being indexed as a number by preceding it with any character which Cardbox will not recognise as starting a number A character like the apostrophe is a good choice because it looks unobtrusive when printed Example
33. order to create adaptive information systems Management cybernetics is defined as an inter disciplinary science concerned primarily with control and Communication within organisations of all kinds which have the capacity af Self organiztation as a function of changing circumstances The nature of messages and of information discussed and the role of the DP anager in developing adaptive systems is examined Managers are advised to ainm for ultra stable systems Models to assist the decision making process are also included Chapter 33 Transfer of data 304 Text of records is output formatted in the same way as it would appear on the screen with a fixed pitch font but with all graphics omitted 33 5 Transferring data between database windows This is the best way of transferring information between Cardbox databases The following general conditions apply to such transfers Transfer takes place to the currently active window from another database window designated as the source window Data are transferred between explicitly linked fields or by default between fields having the same name in both databases You link fields in the Cardbox Field Transfer dialog box and you can store those links as customised conversion types The format in which either database is displayed is immaterial and the fields involved in the transfer of data need not necessarily be included in the format By default transfer begins with the curren
34. represented in this format by dark grey rectangles need only be large enough to let you see what fixed text and field references they contain Chapter 27 Merge blocks in formats 226 Automatic width lets the er merge block expand ne horizontally as far as the C nearest item to the right of it or if the space to the it S of the block is clear to the boundary of the format Automatic height lets the block grow to as many lines as the mailmerged text requires pushing down the format items beneath it Conversely if there is nothing to be displayed in the block automatic height will reduce it to zero lines Automatic height merge blocks are not allowed in the native format With automatic height merge blocks in the format the record size may thus vary from one record to another depending on how much text the records contain in the merged fields However headings and footings always retain the number of lines allocated to them in the format and automatic height merge blocks are not allowed within them So if you want to include a multi line field in a heading or footing to show the address for instance you must either reserve enough lines in the heading or footing or pack the field into one paragraph in the way shown later in this chapter Omit text if all fields are blank With this option selected no fixed text is output if there are no data in the fields to which the block refers EJ Autom
35. vs 0 67 in 1983 SEARCH MODE Use Tags Word index D Number date index press button to override ihe Kept selections More gt gt gt Record numbers Fetch This button appears in dialog boxes NAKMEADDE FIL la that ask for fields such as the one Name Alhert Smith shown above It provides a quick addr 26 Langton Road way to specify a field When you Tunbridge ells click on it Cardbox lets you point out the field in the relevant database window instead of typing its name or picking it from a list Chapter 5 Special features 50 5 3 Mouse shortcuts and unmarked hot spots Some mouse clicks provide shortcuts to commands and the relevant hot spots are not identified in the Cardbox windows In most cases you can cancel an unintentionally started command by pressing ESCAPE When viewing records A click on Record nn in the status bar enables you to go to a specific record number Leveld RecorN MM of 50 A right click on Record nn in the status bar opens the menu for selective browsing Last contact 27 40 BROWSE Next contact early i Index m Notes Stage name In Data Kept selections Record number In multi record display the current record is identified vis ia iti by a hairline rectangle A fi click on another record makes it the current record E r r ml W ra E p is A double cl
36. 1 IN G li add or change field PR Profession Occupation descriptions at any time e p ea a bee atce In addition to appearing in the various lists of fields field names are also displayed in the status bar when you edit a field So make a habit of providing meaningful field descriptions in your format design you will find them particularly helpful in navigating through large and complex formats 20 3 Advanced techniques for complex formats There is no practical limit on the number of fields into which you can divide your records nor is there a practical limit on the size of the format but the size of the Cardbox window is limited and the larger you make the format the more you will have to scroll it to see all parts of the record In a large and complex record it is often the case that only a few fields are relevant to the operation in hand and you can simplify both data entry and output or inspection by using alternative formats confined to the fields of immediate interest Chapter 20 Designing your database 163 The native format must of course still contain all fields but you can reduce it to the role of a statement of what fields there are rather than make it a working format PRODUCTS FIL la ersion 1 23 Release 12 345 Batch No VBM 18 Mnf Date 22 1792 Assembled GHJ Serial No B123456 Date sold 15 2 92 Purchaser General Order No P6 75 1U Invoice No 23409 Despatch address Carrier GTN Registration Dat
37. 121 The search windoOW cccccccccacceccecccccscucceccscscuscscascesaccusceccscascuscscascescass 121 The control windoW ccccccccaccucceccccccucceccscccscascuccecescuscecescascuscecascuscass 12 The field to get search text FLOM ccccsccccccccccseeesececcccceeeaaeesseeeeeeeaaeees 122 Use AS search tOXt ccccccccccccacceccccscusceccscescesceccscucescescescecescescuscecescuseuses 122 Command characters canonar A ie a ee 122 MUNE LETE aeiiae a A las E sgsee NK daete dente ch sas 122 16 4 EXECUTING RELATIONAL SEARCH COMMANDS scceeeceeceeceeeees 123 16 5 RELATIONAL SEARCHES IN HISTORY OF SELECTIONS 00ce00008 124 16 6 DYNAMIC RELATIONAL SEARCHES 0eccseccsccecccecceccetccscesceusees 125 Updatino search FOSS poni aen TNA 126 16 7 EDITING IN THE SEARCH WINDOW 0ecceecceccecccecceccesccscesceusces 126 OSEXAMPLES reon na oh stude sanctions Se beootacineed cetaceans 127 Matching records a two level search occcccccccccccccnsseeeeeeeeseeeeeseeeeeneaaas 127 Refining selections by hand sashcrcipetiteedhn det kip Gea iee 129 Query by example a 3 level dynamic relational search 0000006 132 CHAPTER 17 ADDING AND EDITING RECORDS 134 BETE NOU SAT a tiers as cnet tastes aay tig eased n Aen eR 134 17 1 SELECTING COMMANDS cccccsscceecssccescsccescosccescosscesscsscessceccasses 136 Table of contents 8 V 2 THE EDITING MOD Eense ub gslitssr alia tees val i
38. 45 J NDDITIONAT BUTTONS ssccex cic osic sek eG ess oscars uae baie cass ee ida secetin wae 49 Pace TP OUO aa A TE ata 49 LOO eeen See a A S A ook Ree 49 5 3 MOUSE SHORTCUTS AND UNMARKED HOT SPOTS 2csececeececeececess 50 When VIEW TOCOTGS isise reS a TA ca nevada accessed E i 50 inasearch command issena A SEa 51 WHEN CAINS GA COOMA orn sei oem cies eet EE 52 WHEN CANIN GO TOIA arina E E A 52 CHAPTER 6 RUNNING AN EXISTING DATABASE 53 6 1 OPENING DATABASE WINDOWS cccccsecccssscccccensceessceescceusceusceeecees 53 Opening recently USCA databases cccccccccccceveeccccccceeeeaasessseceeeeeaaaaesees 54 Opening from Explorer or File MANQGe7 1 cccccccccenneeeesecceeeeenneeees 54 OZ VIEWING RECORDS E E 54 SNPE TOW SING oraes o EAA A E E 54 Fhe view THEN he a a a eet aoe 55 CHONG SINC JOTI eienn Renta e eee ae oa 55 Muli record dis plav crisa e ea E T T tes adtbesdesiedebeaabes 56 DUS DIGN UL ExT a Telas a a a a a ar 56 Hehhe nine MANES rer i a T E A E 57 CHAPTER 7 APPEARANCE OF RECORDS e sessessossesecseosesseseeseos 58 7 1 CHANGING THE APPEARANCE OF A WINDOW cceccccececececcececececnes 59 7 2 THE APPEARANCE DIALOG BOX cccccsssccssccssccssccssccsscesscessceescessceess 60 Global and individual changesS oeeeeeeenenesssnnnnnnnneessssssssssssseeerrrrsssss 60 Table of contents 5 What happens to the appearance of individual items 0ceceeeeees 61 SCL
39. 8 Most often you will want to put calculation requests into a macro so we will use macro scripts to illustrate all examples of calculations To open the calculator when recording a macro Tools Scrap Cale m choose Calc in the Macro Toolpad Dates Fields The Macro Toolpad remains open throughout the recording _Clip_ Loop session Message Referring to fields in calculations You can use in a calculation the values read from any field in the record regardless of whether it is visible in the current format E extra text m any of the 10 scrapbook fields see Section 37 7 below m the Clipboard The value of a field is taken to be the value of the first item word number or date in that field Empty fields and fields beginning with a word are assumed to have value 0 Chapter 37 Macros 348 E Example increase the income in the current record by 10 We assume that the name of the income field is IN Macro Calculator Macro Calculator Open the calculator Enter 1 1 from the Calculator Expression 1 1 keyboard or the keypad Field IN Open the Fields list and select IN Copy Copy the result to the Clipboard Clear Clear the expression Having copied the result to the Clipboard you can close the calculator This applies even if the calculation you have defined is in a macro loop Calculations using numbers You can use the usual arithmetic operators multiplica
40. AE EE EANA 183 E11 E ERR E AEE A TEENE EEA Carre 183 EOMP nenne a a Ree a a E ee eee 184 Image fields Rai AeA BERRA 185 PUD TTOWS eeen a n aa a a a n est noes ees 185 Table of contents 10 TLC AGUIVOS and TOON OS scious e E haat theca el ces anes acta anny 186 23 2 THE NATIVE AND ALTERNATIVE FORMATS eeeeeeeeeeeesessnneeeeeeees 186 23 3 CREATING AND EDITING FORMATS sessssssssssssseeeereseeesssssssssssseeeeeees 187 VO CICOIC INE TON VE TOMAT asise Melons ustcsaasaitatines Jil aseniaweacisaidd 187 To create an alternative format from scratch 187 To create an alternative format by modifying an existing one 187 To modify an existing format native or AItETNATIVE cccceeeeeeeees 188 Command menus in format design ccccccccccccccccccceceececnaassssseseeeeeeeeees 188 Dialog boxes in format MESIQN ccccccscccccccccceceseeeecseeceeeaaeenseeeeceeeeaaaeees 191 Chance Formal sanre a a a N 191 VAS aa O E eaeatcaas sano UNegaaaaeoe eRe 191 SAVE U DATE T OTM siard a a a 192 TORTS S UP AGC sananen a aA AN A 193 Format deS TON va nice eA TA 194 23 4 DELETING ALTERNATIVE FORMATS ccccccccceeeeeeeeeseesssssnneneeeeeees 194 CHAPTER 24 THE FORMAT DESIGN WINDOW e000000 195 FOVINGL size and boundaries stocsaicsacsintpathesitpiusiistdeliraiecatlarsSatpelveesadatieade 196 Automatic format enlargement cccccccccssseecccccceccecaeseseeccesseaaaeeeseeeeeeeas 197 Enlarging the form
41. Batch until you are sure that your records are being edited in the right way Indexing in batch operations The normal way to index or unindex text 1s to use the CTRL key or the right mouse button Batch editing does not allow you to use the mouse and you need to take care when using the CTRL key The CTRL key toggles the current state of indexing it indexes unindexed text and unindexes indexed text This is fine 1f you are sure that all the records in Chapter 19 Batch operations 157 your selection have the same indexing pattern as the first one you edit otherwise you need to use a different command The Edit Index on command keyboard shortcut CTRL SHIFT I indexes a word or a selected block of text if it wasn t indexed and does nothing otherwise It thus provides a foolproof way of indexing text without accidentally unindexing it if it happened to be indexed already To unindex text reliably use CTRL SHIFT I to index it and then CTRL to unindex it again 19 3 Batch editing with validation Validation is described in Chapter 36 If validation is in force during a batch edit and a record fails to pass the validation test Cardbox will stop batch edit with a message such as shown below WARHING The number of terms tz out of range If you choose then Edit record any editing you perform to make the record pass the validation criteria will not be remembered in the processing of further records On saving the record
42. Browsing 105 Browse Go to record F5 Step to tagged records Step to specific records To select the browse mode either Index Data Tags Kept selections Record number m right click on the Record number in the status bar above right and select the mode in the menu that pops up or m use the Browse menu above left promotable from the Search menu Step to specific records in the Browse menu will initially assume Index browsing but you can switch to another mode in the Browse Step dialog box shown below Browse Step SEARCH MODE Field to search all fields leave this blank Index Data Search to OOO O j Ca Kept selections Use Word index Number date index press button to of Record numbers Fetch Horer gt gt Undo last move or CTRL Z in the Browse menu is a single step move back to the record you were looking at when you issued a command that changed or redisplayed the selection For example if you add a record Cardbox will take you to that record at the end of the selection but you can get back to where you were when you started adding the record by using the Browse Undo last move command Browse specifications For each browse mode Cardbox will display exactly the same dialog box as for searches in the corresponding mode and you enter your specifications in the same way Chapter 13 Browsing 106 Browsing through matching records Level In selective
43. Calculator Date Date x y Expression 0 Copy Clear Text Moveto ON Paste SaveRecord 37 3 The Macro Manager The Macro Manager enables you to edit and delete macros and to switch between one macro file and another To open the Macro Manager choose Macros Manager Chapter 37 Macros 344 All the macros you record are stored in a single macro file erica Cardbox chooses the name of this ree ClilsShiltes file automatically The File box co culshater shows the current macro file Rep Address Ctrl Shift R If you are an advanced user you may want to have several different macro files for different purposes Switch to lets you close the current macro file and open another one instead OK closes the Macro Manager dialog box and saves any changes you have made Cancel closes the Macro Manager dialog box and undoes any changes you have made Edit edits the macro that you have currently selected in the List of Macros It displays the script in a special dialog box as shown below where you can use the standard Windows text editing techniques to edit the script To save the edited script choose OK Cardbox will check the script for syntax and logic and highlight any error it finds You will have to correct the error or choose Cancel to abandon the changes you have made Note however that Cardbox cannot detect some errors such as references to non existent fields until you come to play the macro The firs
44. Cardbox removes the code from the field In both cases the rest of the field is left unchanged unlike option buttons which erase the field before inserting a code As in the case of Chapter 29 Advanced format design 257 option button fields you should set the indexing mode of check box fields to Automatic or Auto Note If a field contains codes that are not in the check box handler s code list they will be left untouched when you edit the record This lets you define abbreviated formats in which the field handler lists only some of the possible codes and is useful for saving space if some settings are quite common while others are very rare or should only be set by people using a more comprehensive format Editing the text of a field If you edit a field using a format that does not use a special field handler you will be able to put any text you like into the field Here is what will happen if you subsequently look at the data with a field handler If you have entered a word that does not match a code used in the handler that word will be ignored For option buttons this means that no buttons will be set but that clicking a button will erase the field and replace it with the button s code For check boxes it means that the word will be invisible but unaffected by editing So in the example used in this chapter you can add another language to those catered for in the check boxes If you have entered a word that matches a c
45. Chapter 37 Macros 357 37 7 Scrapbook fields Cardbox has ten temporary scrapbook fields numbered Scrap0O to Scrap9 The scrapbook fields behave like ordinary fields but they exist independently of any record or database and so are unaffected by any of the normal scanning and selection operations The scrapbook fields effectively offer you 10 virtual clipboards with the following properties m Each scrapbook field is one line long There is no indexing You can enter text into a scrapbook field by pasting it from the Clipboard or by typing it at the keyboard Scrapbook fields are not automatically cleared when you start recording or playing a macro so you can use them to store information from one macro to another You can access the scrapbook even when not Macros recording a macro To do so Manager Play a macro Start Recording m choose Macros Scrapbook Scrapbook Calculator While recording a macro Tools m choose Scrap in the Macro Toolpad Scrap Cate In either case Cardbox will initially open M the Macro Scrapbook box just large enough scrap 0 to show the first four scrapbook fields but Scrap 1 you can enlarge it to show all ten fields Scrap 2 Similarly you can widen the Scrapbook to Sevan 3 make the fields themselves wider m Within macros the scrapbook fields are listed after the database fields both in the Macro List of Fields dialog box and in the Calculator and you can re
46. Curent Windows printer is HF Lasenwet 44l on LPT1 Paper size Avery L7160 E Orientation o EI Paper size is 6 27In x 11 69in Label size i 2 5in 1 5in Y e Edit label type Delete label type Unit Functions for the design and editing of labels are accessible from the Printer and Paper page of the Printer Settings dialog box To create a new label type from scratch Add a label type Select the standard paper size that corresponds to the size of the whole sheet of labels set the appropriate orientation name the printer then Avery L7163 choose New label type pred pes In the Add a Label Type dialog box just click OK or press ENTER to define a custom label type Chapter 32 Designing labels 283 To create a new label type starting Select the label type on which you from an existing label type want to base the new label type then choose Edit label tyoe Remember to change the name of the label type before you close the Label Type dialog box To edit an existing label type Select the label type you want to edit then choose Edit label type Sharing a label type across the network Label types are stored in the initialisation file CBOX INI which is private to each user To make a label type available to multiple users you will have to copy it to the CBOX INI file for each of them For more details see Sharing mailing label definitions across a network in the on line help Help Tech
47. German Italian French Monica Crossley F Administration Trainee French Edward Grimes M Publicity Permanent German Dutch STAFF FIL Rober Barlow hi Permanent Publicity Portuguese Ed French Ed German LJ Dutch O Spanish d Italian Monica Crossle F Trainee Administration C Portuguese French O German O Dutech O Spanish O Italian Edward Grimes hi Fermanent Fublicity Cl Portuguese O French Ed German Ed Dutch O Spanish O Italian You can install field handlers in any format but there is some advantage in installing them in the native format In formats without field handlers which display their actual contents as text the text may be the same as the names of the active buttons or they may be codes in this example M for Male and F for Female Chapter 29 Advanced format design 254 STAFF FIL M Publicity German tatian French IN E Oo00dgsoO 2059073 Monica Crossley F Administration Trainee French AQT MN Edward Grimes M Publicity Permanent German Dutch ME 0 00DA LEeTeTSs Here is an example of bar codes The merge block on the right has been defined to display the Works number field from the native format but has had the bar code handler installed so that the number appears as a bar code instead of ordinary text Installing field handlers To install either an option button or a check box handler in the field you are defining define the field s position and size in the normal way The size o
48. IN Increase by 10 multiply by 1 1 Expression 1 1 Copy to the Clipboard Copy Clear the expression in the calculator Clear Move to the income field Text Moveto IN Select entry paste result of calculation Text Home Hilight End Paste Save the record SaveRecord If not the last record move to next record EndLoop and return to StartLoop The right hand column shows how Cardbox stores the actions you perform This internal language is fairly readable and you don t have to worry about its syntax because the macro statements are generated automatically as you are recording 37 1 Creating macros Macros Manager start Recording scrapbook Calculator The Macro Toolpad will appear on top of the Cardbox Scrap Cale You create a macro by recording your actions in Cardbox To start recording a macro choose Macros Start Recording window You can drag it to any position you like but Dates Fields you cannot close it It is there to remind you that your actions are being recorded and it also gives you access to the various utilities which we describe in later sections Carry on with your work in Cardbox until you reach the point where you want to store the macro you are recording or just want to see how far you have got Chapter 37 Macros 342 To stop recording a macro choose Macros Stop Recording a Description and the Store Macro Script dialog Menu O box
49. Information regu m CO Continue mailing I5 Information sent CA Case study potel IF Further supplies HA Name quotable i LE Last contact SU Suggested topic UP Upgrades CP Consolidated pod Linked Fields Customised Type In this dialog box you define from which field in the source database the data are to be read and into which field in the target database they are to be loaded Once you have specified some links between fields no transfer will take place between any unlinked fields even if they have identical names in both databases To link two fields for transfer of data select one field and double click the other m or select the fields in their respective boxes and choose Add The names of the selected fields will be displayed in the Linked Fields box as illustrated above Chapter 33 Transfer of data 306 You can link several source fields to the same target field if appropriate but you cannot link a source field to more than one target field Cardbox Field Transfer Cardbox Field Transfer From SERNOS4 fields To NEWSMAIL fields From SERNOS4 fields To NEWSMAIL fields Business Riki User s name amp a4 4 Serial Number E E Application Sent issues Manufacturing b z Information regu Notes Cancel System configura Picture Cardbox Information sent Additions Cancer Date sold Number of copie Further supplies E Invoice number Postage code Last contact a Old Serial numba User s name amp a Upgrades Dealer Se
50. Insert Number of records On display or output it is replaced by the number of records in the current selection The record number appears as Record and you can insert it using Insert Record number On display or output it is replaced by the record s position in the current selection the first record is 1 the second is 2 etc Date or time Insert Date Datefoma 4th July 1976 inseri Dale 4th July 1976 4 vi 7G 4th J uly 1976 4 vi 7G 04 JUL 1976 1976 07 04 7 4 76 01 02 03 93 02am 1379793 Cancel Cardbox can insert the date and time in any format you like You tell it the format by showing it how a reference date and time would appear in that format The reference date is 4th July 1976 which was a Sunday If you want to use a 24 hour clock the reference time is 01 02 03 If you want to use a 12 hour clock the reference time is 9 02am The Insert Date dialog box offers you a choice of formats for the date or you can enter your own At the bottom of the dialog box you will see the current date in that format as a confirmation to be precise what you see is the date and time when you started the current Cardbox session Date 4776 Date 9 02am PPT TTP PP PP PPP Pr br br br TETTETETT 13 9 93 10 15am While you are designing the format the merge block will show the reference date or time that you have entered When you are displaying records the Chapter 27 Merge blocks in formats 23
51. Insert View Window Most menus applicable in format design have the same names as in operations on database records but they naturally contain different sets of commands Open still lets you open a new database window in the normal way aa oul Save saves the format being edited under the ave as e Ue mn existing name and Save as under a new name Quit without saving Quit without saving discards the changes made in Save a2 New El E the format Print this format prints an image of the format with a full list of fields and format properties Close closes the Format Editing window leaving the database window open and Exit closes Cardbox If you issue either of those commands when there are unsaved changes in the format Cardbox will give you a chance to save the changes O You hawe changed this format Do you want to sawe the changes Sl E Pa po a4 io E ani Insert Edit item Enter Item properties AlttEnter Format properties Printer settings Field Ctrl F Merge block Ctri hi Text Ctrlt T Line or box Ctrl L Paste Graphic Ctrl G Field Ctrl F Page number Record number Number of records Date or time ID Chapter 23 Format design 189 Undo cancels the last change you made in the format Undo Ctrlt 7 Delete deletes the currently selected item Select All CtrltNumPad 5 Select All selects all items in the format Use this command if you
52. Items in the input file with no matching field identifying codes in the native format are ignored Indexing is reproduced exactly if a field s indexing mode is Manual or Automatic With indexing mode All everything loaded into the field will be indexed and nothing will be indexed with indexing mode None Reading external format files Files in External format contain field names but no indexing information Fields are matched by their names Items in the dump file with no matching field names are ignored Indexing depends only on the indexing mode of the target field With the Automatic or All indexing mode everything is indexed with the Manual or None indexing mode nothing is indexed Reading comma delimited files Comma delimited do not contain field names and they do not contain indexing information Because Cardbox has to know where to put the data it reads you have to tell it what information should go into what field There is no need for you to give a destination for every item in the input file items for which you specify no destination are ignored There is no need for you to fill every Cardbox field if you do not specify any items to be put into a Cardbox field the field will be left blank You can direct several items into the same Cardbox field Cardbox will put them all into the same field but on separate lines When loading a text file into a Cardbox database you must specify m how many items make up a recor
53. Monochrome See Image colours Mouse JDUM aene 43 cursor shapes 0cceeeeeees 43 Mouse shortcuts in editing records 6 52 in format design 0066 52 selecting tagged record 98 tagging records cc0008 98 to change current record 50 to editing a field 00 51 to editing records 51 to index preview 666 51 to search comman4d 51 76 to searching a field 51 to selective browsing 50 to specific records 6 50 Moving items in formats See Format design Moving text between records 0 149 between windows 149 to Clipboard 000008 147 within Window 0000068 148 Multi field sorting 0 66 Multi line fields CRCAMNG E E 207 Multiple database windows exchanging parameters 38 PC LCR eccaieocnteasiesicesanoesinencta 4 Fetch search mode 117 GV E EA E EEE 41 merging selections 41 116 relational search 120 Same browse position 114 SLE CHOM einer uscd cammenaese 114 WP CALC aana 39 Multi record display 56 N Native format ouine eiea 32 Network CIOCK PACES snesena 383 docking station and laptops 384 editing formats 383 editing records 0 383 exclusive operations 383 ASN ea er rremere ee 383 sharing a la
54. Mrs Gillan Brufal wiliam Burke Esq This is how the copied record appears on the Clipboard 18 2 Selecting text This is the record in its full native format This is the format in which it was displayed when copied to the Clipboard SAMPLE1 FIL 3 Ashburnham Place East Dulwich London SE22 80U Computer Dealer The Mill House Upton Lane London E7 3ED Nursing gency The Granary Hall Green Birmingham west B28 ODU Battery Manufacturer Dentist 11 Leighton Road Glasgow Strathclyde G41 5RN 36 Falkland Road London 18 Warwick Street Stafford Staff 74 Queen s Gate London Spring Hill Edqware Middlesex The Coach House Church Road N Ms Joanna Bean 90 Sand Street London The Granary Mallard House Upper Street Alton Hall Green 23 Khyber Road Exmouth Devor Birmingham West Midlands B28 0DU Battery Manufacturer s a mmm EE Clipboard Viewer File Edit Display Help In general terms you can select and copy any text which varies from record to record but not any text which is fixed in the format Thus you can select text displayed in m fields excluding captions m merge blocks including fixed text within them and extra text You can select text from only one format item at a time 1 e one field or one merge block but you can select a larger block of text than is actually displayed in the database window Selected text is displayed white on dark blue and we use a s
55. Mrs R Smythe Dr Ambrose Barlow Mrs Helen Barlow Mr Michael Ullathorne Level 0 5000 records selected Select NA using field NA in window SAMPLE FIL 2 SAMPLE FIL 2 ME Level 1 5000 records selected Select PRZ using field PR in window SAMPLE FIL 2 County _____ Level 3 5000 records selected Editing INS NA Name i A Automatic popup when history changes Chapter 16 Relational searches 133 While the control record is empty no records are rejected in the search window by any of the relational search commands As we fill in the control record the search develops i doctor surgeon physician SAMPLE FIL 2 We first search the Profession field linked at Level 2 SAMPLE FIL BR deor surgeon cn suffolk essex Next the County field linked at Level 3 SAMPLE FIL 2 LEF wring ring doctor surgeon physician suffolk essex And finally the Name field which was linked at Level 1 With 6 records left we should see the record we want in the search window Level 0 5000 records selected Select NA using field HA in window SAMPLE FIL 2 Level 1 5000 records selected Select PR using field PA in window SAMPLE FIL 2 Level 2 1650 records selected Select CO using field CO in window SAMPLE FIL 2 Level 3 1650 records selected Level 0 5000 records selected Select HAZ using field NA in window SAMPLE FIL 2 Level 1 5000 records selected Select PRZ using eld P
56. Next window refer to window fulls of records not to different database windows A click on the Record number in the status bar opens the Go To Record dialog box which enables you to go straight to a particular record number You can also drag the slider in the browse bar to make a fast move to a different region of your selection Using the keyboard to go to Previous record Next record First record in selection Last record in selection First record in multi record window Last record in multi record window Previous window of records Next window of records Arbitrary record number 13 2 Step browsing Chapter 13 Browsing 104 Press LEFT or UP ARROW RIGHT or DOWN ARROW CTRL HOME CTRL END PAGE UP PAGE DOWN CTRL PAGE UP CTRL PAGE DOWN F5 In step browsing you look only at the records which meet some specified criteria and you skip over the rest You formulate your specifications in terms similar to those used in searches You are only browsing through the current selection so Cardbox will reject your command if no records in the current selection match your specifications The browse modes There are four modes which you can choose for step browsing Browse mode will confine browsing to records which Index contain specified indexed terms Data contain specified strings of data indexed or unindexed Tags have been tagged Kept selections belong to the specified kept selections Chapter 13
57. Range fF Ef List O Unindex unmatched O Exact match These two validators enable you to control indexing in the field and you can refer them either to a specified range of terms which can be alphabetic or numeric or to a list of terms Witi lidat the listi Unindex terms a stop list ensuring that the specified terms are not indexed Index terms a go list ensuring that the specified terms are indexed The choice of the validator depends on which list you will find easier to compile a stop list or a go list You can achieve similar results using either kind of list with a suitable choice of the indexing mode for the field and of the option for treating unmatched terms These two validators apply only to fields in which you can control indexing that 1s fields with the indexing mode Manual or Automatic Manual Nothing is indexed to start with Index terms will index all matched terms terms on the list or within the range leaving the rest unindexed Unindex terms has no effect unless you turn on the Index unmatched check box turned off in which case all unmatched terms will be indexed Automatic Everything is indexed to start with Index terms has no effect unless you turn on the Unindex unmatched check box in which case all unmatched terms will be unindexed Unindex terms will unindex the matching terms Chapter 36 Validation 335 Exact match Turn this option on if you want to confine the
58. SO 0 4 Analyst Programmer 19 000 OF1 225 4172 h 071 925 5510 s31 Bharat Mistry Er Upper James Street Willesden London Nid BAC Analyst_Programmer 17 500 081 943 6231 h Indow s ERE i Chapter 16 Relational searches 132 Query by example a 3 level dynamic relational search In this example we use two windows open on the same database One window the control window will be used to enter queries the other window the search window will display the results of those queries We use a one line format in the search window and a format confined to the fields we actually want to search in the control window We start a new record in the control window but do not enter any text till after the relational links have been set up We set up relational links at 3 levels using at each level the same field in both windows Profession PR at level 1 County CO at level 2 and Name NA at level 3 Note that the order of fields in which we have linked the two windows does not impose any restrictions on the order in which we enter search text into the fields At each level we choose the 1st OR 2nd OR 3rd option for multiple terms We arrange automatic update SHIFT F9 and automatic pop up of History whenever we click on the search window and this is what the screen might look like at the start of the search B pE __ Surrey 8 10 000 a B Harney Doctor al Frank Martin Esq Merchant banker Mrs J Hedley
59. Some devices simply scan at once others give you a whole set of pre scan adjustment and setup options m Once the image has been scanned or input and the input device s device driver has passed the image through TWAIN back to Cardbox you will see the Image Storage dialog box appear A successful TWAIN scan involves an interaction between Cardbox the Accusoft image format library the TWAIN program files and the image input device s device driver software In our experience this all usually works but it is possible that an incompatibility somewhere along the line will prevent Cardbox from successfully receiving an image In that case your only choice is to scan the image to a file or the Clipboard and import it into Cardbox from there Note If you receive a message saying An error occurred opening the scanner for input this may go away if you request the scan a second time Chapter 35 Building image databases 320 The Image Storage dialog box This dialog box gives Cardbox the information it needs to decide how to compress and store the image that you are loading Image Storage x Image i 401 s 841 pixels ete telat per inch 300 Cancel Fisel shape i Square 1 1 C Rectangular 5 6 i i magg C Document Reduce colours to 5 C Use Windows colours Compression C Cardbos f JPEG f Fractal Setup Pixels dots per inch You can often ignore this option Cardbox needs to know what size the
60. The Image Storage dialog DOK ccccsscccccccccccccccccceeeeeeeeenaaaaessssssssseeeeeeees 320 Experimenting With COMPTeSSION 1sssseeceeesceeccccceeeecseaeaaassesssseseeeeees 322 39 3 DELETING IMAGES duo itcicccnoriug itis E 323 CHAPTER 36 VALIDATION ccccssssssssssssssssssssssssssssssssssssssecees 324 36 1 PRINCIPLES OF OPERATION cscu nites cecsosteas n teases eatseet 325 Field valda oeni A N 326 NOMAL USE oa T A T NE OT 327 Manual validati oisin e A asi bive dalncea te taeie aeedenetsedeias 328 Barh valda Olearie eisi E a A tunaidesasitedaats 328 30 2S PENG UP aos desea ae cadet ia cance ean aati ons setae 329 Installin o VQUIGOLONS crc ee ieee cess EEE E EE R 330 Table of contents 15 Remove VOULAOIONS seeks tase sec has Mae cel ass sauce alas eet ans 330 Reordering VALIAGIONS 3 5ecevsceicdeicuses citesdeiscnederydde ca rii iire iiri ie ied 331 30 3 COMMON OPTIONS ornp a aie ede eee ee eaced carmen pitcees 331 Enforcing validati oisean a aiatioen ase dact com ete 331 Rance s ana TASES en EE NE O T TE O 331 SOA SPECIFIC OR TIONS ere potdace sat iced teseteees tse epndacees 333 PCA CIV aa E A odaa tees toda tae ese ee 333 Index term UC nnde TCINE eke thee E eee ea 334 LENOSTI sade ts isc deasece sail A A 335 Leno OF TMS achetchsclacta oa Sie a a a 335 INUINO CH Of LOVING EAE EEE hale asahesrs Sone headatas cance OE N ieee 335 CAL GUC TET da E EEE T EEEE AO ideas Bldleslade 336 VUE TO T ii EE E AA A 336 Vanad EeNUMD
61. Updating the index Cardbox updates the index as soon as you save a changed or newly added record so that the record is immediately available for retrieval or sorting If you have made many changes and the index is very large this operation may become slow enough for Cardbox to display a progress report in the form shown below Indexing USJINTERNATIONAL lt ___ amp amp amp WT Undoing and abandoning changes To undo the last change you made Undo Ctrl 7 choose Edit Undo or press CTRL Z Ce eee To undo all unsaved changes in the field m choose Edit Undo All or press CTRL SHIFT Z To abandon all unsaved changes in the record m choose File Quit without saving or press CTRL Q 17 3 Deleting records To delete the current record New record Ctrl N Edit record Ctrlt E Delete record Undo deletion choose Edit Delete record To delete a batch of records use the Batch Delete command described in Chapter 19 To restore the last record you deleted choose Edit Undo deletion You will not be able to restore the deleted record after quitting the database or the current Cardbox session Chapter 18 Text Blocks and Clipboard operations You can select a block of text in your record and then delete it move it to another position in the record or copy it to the Clipboard You can select and copy text to the Clipboard even when not editing the record and yo
62. You have a serial number like 2XE87RC which starts with a numeric digit but contains alphabetic text which must also be indexed If you enter this serial number It will be indexed as as 2XE87RC number 287 non numeric characters are discarded 2XE87RC alphabetic string 2XE87RC Chapter 21 Indexing 172 Note You can also tell Cardbox to suppress number recognition for entire database by setting up a custom collating sequence For details see the online Help 21 3 Combining words into phrases We have shown earlier in this chapter how you can combine words for indexing by using special condensing characters such as the hyphen or the underline We now show in more detail what effect such combining of words into phrases has on retrieval and sorting Effects on retrieval Suppose you have a free text entry containing the following sentence with the indexed words printed in bold characters funded by London Investment Trust in conjunction with South East Securities This sentence will have the following index entries EAST LONDON SOUTH INVESTMENT SECURITIES TRUST Search and In searching for London Investment Trust for instance you would enter the retrieval is commands described in Command which will retrieve records Chapter 9 containing Select LONDON London Select INVESTMENT London AND Investment Select TRUST London AND Investment AND Trust that is the name you want But the selection you obtain need not necessa
63. a filename for the new format file It will then create a new format file containing your new native format create a new database to go with it and present you with an empty record so that you can start entering data To create an alternative format from scratch Use Edit Format New to create a new format Use the Format Design Window to define the layout of the new format Use File Save to save the newly designed format Cardbox will ask you what name you want to give to this new format Cardbox will display your existing data in the new format To create an alternative format by modifying an existing one Use View Change Format to display the format that you want to use as a basis for the new format Use Edit Format Duplicate to create a copy of the current format Chapter 23 Format design 188 Use the Format Design Window to define the layout of the new format Use File Save to save the newly designed format Cardbox will ask you what name you want to give to this new format Cardbox will display your existing data in the new format To modify an existing format native or alternative Use View Change Format to display the format that you want to edit Use Edit Format Edit to start editing this format Use the Format Design Window to alter the format Use File Save to save the changes you have made Cardbox will display your existing data in the changed format Command menus in format design Cardbox File Edit
64. a separate window for itself and you can use this to edit it While the separate object window is open Cardbox s object field will be cross hatched to warn you that the true content is elsewhere Such cross hatching is an OLE standard Inserting an existing object Choose Create from File in the Insert Object dialog box Insert Object Create Hew File Create from File satest byloop doc C Link L Display As Icon Result Inserts the contents of the file as an object into your i z document so that you may activate it using the application a which created it Chapter 40 Object linking and embedding 388 Enter the filename and directory if necessary m Turn on the Link check box if you want the file to be only linked and not embedded m Choose OK or press ENTER You will return to Cardbox with the object field displaying the object s icon and filename m Save the record 40 3 Pasting objects from the Clipboard To paste an object from the Clipboard either as a linked or as an embedded object m edit the record m move to the object field Just click once on the field taking care not to double click A dotted outline will confirm that you are in the object field Choose Edit Paste You will see the Paste Object dialog box which gives you a choice between linking and embedding the pasted object 40 4 Editing objects To edit an object double click on it If Cardbox can edit the
65. able to use it in any of your formats 32 1 Outline of label design In designing a label type you tell Cardbox into how many labels to divide the page what margins to leave along the edges of the paper and what gaps between the labels Printer Settings lt lt Printer and Paper gt gt LABEL LAYOUT stored with label type TEXT LAYOUT WITHIN LABEL stored with format definition APPEARANCE RECORDS PER LABEL MARGINS LABELS PER RECORD LABEL TYPE dialog box aBbed ayy umop sjaqeq APS BETWEEN Size LABELS NUMBER DOWN amp ACROSS OFFSETS Labels across the page The main facilities for designing a label type are available in the Label Type dialog box accessible from the Printer Settings dialog box Once you have divided a page of paper into labels each label becomes a virtual page and all the remaining Printer Settings options apply to the layout of text within the label These further options are specific to the current format so you can Chapter 32 Designing labels 281 have several formats sharing the same label type but with different text margins fonts etc 32 2 Design aids There are two utilities to which we make frequent reference in this chapter and which you can usefully employ in designing your labels re a a a a I Oa al 2 4 When designing a label type for a particular sheet of labels you can at any stage print a sample page by choosing Print a sample page in the Lab
66. actual records the index tells it immediately which records meet your search criteria You can refer to indexed words numbers or dates and you can confine each search to a specific field Data This option widens the search to both indexed and unindexed text occurring either in a specified field or anywhere in the records Searching on data tends to be slower than index searches since Cardbox now has to read the records but it enables you to search for terms unintentionally left unindexed or for the occurrence of non indexable characters such as punctuation marks Tagged You can fine tune your selections by hand by records arbitrarily tagging or marking some records and then using the tags as a search parameter in your commands Kept Complex queries often involve a combination of selections several intermediate searches You can keep the results of each intermediate search under a suitably chosen name and use the names of the kept selections as search parameters in subsequent search commands Section 11 4 Chapter 16 Chapter 15 Chapter 9 Search and retrieval 70 Record Cardbox tells you at every stage how many records numbers there are in the current selection and it automatically gives each record a notional consecutive number reflecting its position in the current selection You can refer your search commands to a specific record number or to a range Relational In this mode you use another database to provide the sea
67. all of it will fit This problem is especially common with fields that are one character wide You can cure this problem in either of the following ways Edit the format to widen the field m Widen the grid spacing in the printer settings but remember that this will widen the entire record Error messages Printer is HP Lagenet 44M on LETT Start where Print 1 record gt First record in selection Cancel Print what Main record Extratext 2 Both Errors 7 If the Print command dialog box opens with an error message then you can neither print nor preview records Section 31 5 explains how such errors can arise and how to deal with them Chapter 15 Advanced Search and Browse techniques In this chapter we deal with the use of multiple database windows for running complex searches and for browsing through the resultant selections With multiple windows open on the same database you can transfer from one window to another the current selection sequence and browse position as well as the appearance attributes synchronise the windows so that they show usually in different formats the same record in the same selection and in the same sequence combine several selections built up independently in several windows open on the database to build up a complex selection With windows open on different databases relationally link the windows so that the text of a field in one database provides th
68. and the applicants database can be relationally linked to it as shown below Relational Select Search window APPLICS_FIL Field to search all fields leave this blank Get search text from window Field Use as search text Command characters O Indexed terms EJ Words Oo Discard EJ Unindexed EJ Numbers dates If multiple terms use gi Lewes Oo Ist term only E Ewan nestof O 1st OR 2nd R 3rd OR lise as pieri of perg 1st AND 2nd AND 3rd AND O live as ord of cance We establish this link after linking APPLICS to VACANCY on position and salary range as in the previous example In this link we search all fields in the applicants database specifying the search parameters in the CONTROL window in the following terms unindexed words and numbers Use as search text m possibly defined as ranges or ambiguous words with wildcard characters Use for ranges and wildcards all terms are to be matched 1st AND 2nd AND 3rd AND If the current record in the CONTROL window is empty which is what we assume in this example completion of this link will have no effect on the selection in the APPLICS window Having completed the link we can scan the various vacancies see which applicants match each vacancy on position and salary range and when we find the need to refine the selection on other parameters we switch to the CONTROL window and edit it to enter the relevant further parameters Chapt
69. are using by looking at the delimiters so you must use the correct delimiter with each format Mixing of different delimiters in the same date will inevitably lead to errors If you know that you will only ever be using dates in one century then you can use two digit years rather than four digit years This strictly speaking means that you are using dates in the Ist century and certainly not the 20th or 21st So be careful not to mix two digit and four digit years in the same field Unless you turn validation on Cardbox will not mind you using the 32nd of February or referring to the 15th month of the year This freedom is useful if you have some other format that divides numbers into 2 digit groups for example hour minute second Cardbox does not see any resemblance between 56 and 1956 so don t mix two digit years in the same field with four digit ones You can use a range selection command to catch dates that were entered in the wrong format or a validator to prevent such entries or reformat them automatically Abbreviated dates You may not always need to record full dates in terms of day month and year for instance you need only the day and month as a reminder when to send someone a birthday card You can use abbreviated dates day and month only or month and year only but please observe the conventions summarised in the table below day and month MM YYYY 6 2010 ppm _ 17 6 MM YYYY 6 2010 Not available in t
70. auto gt 70mm 7 0mm 7 0mm Gap across auto 0 Labels across the page 3 Left offset 7 5mm Label width auto 64 9mm ae auto le auto a Gap across auto 0 7 5mm Labels across the page 3 Left offset 7 5mm Label width 63 5mm lt 63 5mm l le 63 5mm e 63 5mm 7 5mm auto auto as Left offset 2 2mm 2 2mm 5mm Gap across auto 2 2mm This gives labels of the right width and in the right positions We have assumed in the illustrations that the vertical layout has already been defined all that you need to specify for these labels is 7 labels down and a top offset of 15mm Chapter 32 Designing labels 286 Introducing next some text margins you can reduce the rintable area of each label to the shaded portion in this j 3 5mm x fe 63 5mm e 63 5mm s picture in order to keep the ah C2 2mm aemm text clear of the left and top edges of labels Example 2 Photocopier labels We use the term photocopier labels for the sheets on which the labels are symmetrically arranged but stretch right to the edges of the sheet Again we take as an example an A4 sheet with 3 labels across each label 70mm wide Labels across the page 3 210mm Label width auto e auto sla auto vg auto l 7 0mm 70mm 7Omm Gap across auto 0 By specifying 3 labels across while leaving the other parameters at their default values you automatically ensure a correct
71. automatic numbering Timestamping You can make Cardbox timestamp or datestamp your records either when you first create a record or every time you edit it You do this by setting up an appropriate Default entry validator For full details of validators see Chapter 36 For specific details of timestamping enter the command Help Technical Articles and look at the article on Time stamping your records Automatic numbering You can make Cardbox number your records automatically and Cardbox will then assign a unique number to each record when you save it If you duplicate a record Cardbox will erase the field with the automatic number so that saving it will give it a new number You can set or change the next number to be assigned to a record and you can manually override the numbering mechanism to give specific numbers or even duplicate numbers to some records You do all this by setting up an appropriate Automatic numbering validator For full details of validators see Chapter 36 The on line help also contains useful information open the Help file and use the Search button to search for numbering Chapter 29 Advanced format design 259 29 7 Creating ruled forms Normally Cardbox just prints one record after another which doesn t make it easy to design features such as vertical rulings that continue across records There are two ways to get round this m You can use the Line Properties dialog box to make a s
72. birth 271k Ger 4 Actual size Mared status use 5 MOO on a No of children 4 x14 Income 5 x Professir Last contact who and when Next contact who and when Hotes Printable area Edit the native format You cannot change the sequence when editing any other format m Select the Sequence of fields command in the View menu Chapter 29 Advanced format design 248 In the dialog box select click on the field which you want to move to another position in the sequence DE Salutation in the example shown Move the mouse to the field s new position between County and Telephone in this example make sure that the cursor has changed shape to that shown here and click The selected field will be transferred to that position m Having made all the required changes in the sequence of fields save the native format 29 2 Selecting and handling multiple items When you click on an item to select it any other item which was selected at the time is automatically deselected To avoid cancelling an existing selection as you select another item hold down the CTRL key when you click on it To select all items in the entire format choose Select all in the Edit menu or press CTRL 5 on the numeric keypad To deselect a single item from a selected group hold down the CTRL key as you click on it m To cancel all current selections click on any empty part of the format 6 tems selected Row 3 Colurm 62
73. browsing the status bar shows which mode you have chosen for your browse steps and the browse bar is replaced by the Cancel button as shown above To browse through the matching records you can use the same mouse clicks and keystrokes as in simple browsing but with the exception of CTRL HOME for the first matching record and CTRL END for the last matching record you can only move by one matching record at a time not a screenful of records While step browsing is in force m you can edit any single record that you come to but the record will be retained in the current browse steps even if you change it so that it no longer meets the relevant specifications m you can tag or untag records when browsing on tags but the browse steps will continue to reflect the original tags m you can change the sequence in force m you can change the format in force you cannot edit records as a batch or delete any m you cannot perform any searches m you cannot print or output any records Cancelling step browsing To cancel step browsing click the Cancel button in the browse bar or press ESCAPE Chapter 13 Browsing 107 13 3 Browsing in linked windows Same With two or more windows linked for the same selection and browse position any browse specifications applied to one window extend to all linked windows Relational You can carry out selective browsing in the control window but any selective browsing set up in a search w
74. can be viewed and set in the About This Window dialog box shown in Section 3 4 and it is also shown whenever you are looking for a file to open When you create a new database by utilising a copy of the format file of an existing one the new database acquires the description of the original one so change it in the About This Window dialog box to avoid possible confusion A new database created with a newly designed native format will have no description to start with Chapter 22 Creating database files 180 Changing the appearance of a new database Appearance is described in Chapter 7 Appearance attributes font size colour etc are stored in the definition of individual formats and a new database utilising a copy of the format file of an existing one will consequently acquire all the appearance attributes of the original A newly designed native format will initially have the default appearance attributes If you want to change them you can do so m while still designing the format m when displaying a record of the newly created database You can use the formal procedure for changing the appearance in either case but if you already have a database with an appearance you like you can transfer that appearance to the new database using the commands Window Give or Window Fetch described in Chapter 3 Chapter 23 Format design Chapter 2 told you how formats let you split each Cardbox record into discrete it
75. can transfer files between different Cardbox databases using a variety of formats and Cardbox also supports formats suitable for exchanging data with other programs We first describe the various formats that you can use in file transfer and further sections in this chapter describe the relevant procedures in detail 33 1 File formats Cardbox gives you a choice of three standard formats for the exchange of data Internal External and Comma delimited and it can also write text files in any format that you design Internal this is a very specialised format It defines everything about a field including which words in the field are to be indexed It can be read and written by specially designed programs External this format is easier for other programs to read and write and it can be handled by most word processors Files in this format contain field identification but no indexing information Comma delimited this format can be read and written by most database programs and word processors such as Microsoft Word can use them when merging data into documents For a full definition of each of these formats use Help Technical Articles to open the Technical Articles section of the Cardbox help file and look at File input and output formats under Data Transfer 33 2 Loading data from files The following general points apply to loading records from files in all formats Data are loaded to create new records in the curr
76. column to fix it in relation to other items of the format m You can use this anchoring to obtain any desired alignment of a block of text such as the external field iain in the ann below p il il caption Hi il det o AAL BB CC aligned PETE EET AAAH Tip A text item can only be one line long If you want several lines you can create several text items or you can create a merge block that is all text without any field references See Chapter 27 for more information about merge blocks Entering text Chapter 28 The format background 238 To enter fixed text in the format you are editing press CTRL T or select Text The cursor will take the shape shown here TTT PUSH OR PET TEEPE TEE SEGReRGRe Rene Renee Click where you want the text to start A TT MTT TT TTT flashing insertion point will appear on a AEE coloured background Enter the text in the Ht PET TEETER EPP T Pritt Date register HH normal way then m if you want to leave the text selected so that you can move it or change its alignment press ENTER if you want to leave it as it is click on any other part of the format in the Insert menu Note that the pairs of squares that appear in selected text are not the normal sizing handles that appear in other selected format items They act as anchor points in alignment in the way described below Having entered a line of text you can select it and move it like any other format item
77. current record number 36 image browse bat 36 image control 00e 310 in editing records 137 level of selections 70 number of records in selection Sickel Mahia A a weaken 36 record browse bar 36 Step browsing CanCe HN eiia 106 INIU1ATING 0 eeeeeeeeeeeeees 104 PCTIORMMING sci icicsieal nies 106 restrictions on other operations EE EEE E T 106 selecting mode misuri 105 specification annen 105 Stoplists 0006 See Validators SuperVGA display image COIOUMS ceeee 310 Synchronised browsing 114 T Tag menu promoting demoting 97 Tag menu commands Clear all taS ounsi 97 EXC IWC hatha eas 97 EXCIUGE ALSO xis aenct earn lartceeats 97 NCIC Ca ucess acai ttaraisedaceces 97 CLEC E AT E 97 SELECTA Oane 97 Tas T6COrd 2c aeons 97 Tag rest of selection 97 Untag record ceeeeeeeees 97 NAS TES erein 97 Tagged records DEOW SINS aa 98 COMMANDS ssia 97 IDENUITICAM ON x siscersvevocetsaxcueda 96 SCLC CHING ea 98 Tagging records ccceeeeeeeees 96 Text dividing into paragraphs 140 CMC MING soi Sie eh tae 139 entering from Clipboard 140 from a text file ee 140 Validation cccccceeeeeeeeees 336 Text blocks COPVINS cacti a 147 copying to Clipboard 144 display on transfer 150 CCU d de divscsvesiiadenthecvece 147 indexin
78. data from all Cardbox fields choose All To transfer data from selected Cardbox fields double click on each field in the Cardbox Fields box or select it and choose Add The fields you selected will be displayed in the Selected Fields box To remove a field from those selected for transfer select the field in the Selected Fields box and choose Delete Having selected the fields for transfer you can choose OK to start i s f o You want to sawe this give you a chance to save the specification for future use Yes Chapter 33 Transfer of data 299 Saving field selection as a customised type To save the specified selection of fields as a customised type give it a name in the Customised Type box and choose Save At the end of this operation the dialog box might look Cardbox Fields Selected Fields like this E AD Address street anf town c CO County and postcode Sas Salutation PR Profession Occupation This is also what the dialog a box will look like the next A time you open it having Single Maried Wwidd chosen this customised type Customised Type DMP a WARNING Not all Cardbox fields have been selected To remove a customised type that you no longer want select it in the Write to File dialog box then choose Remove in the Field Selection box Field sequence Fields are output in the sequence in which they appear in the Selected Fields list which is the order in which you have added them to the l
79. datessiaidespid andi pienakd caveat alee ee ae 388 4 SMDELETING OBIECTS ctsnaacaeciuntiene niece anaaoeuaieeneadensliaine 388 40 6 LIGHTWEIGHT LINKING cccccccssccesssceessccesseceesseeessecesseeeesseeesseeees 388 OPERATING LIMITS case ccceacess coviasiscsicasvesse ccscersenaveaseseuscavicsecassasoveseeccuees 390 515 L EM REQUIRE MENT Sisssccsssetehvatniteteanigiodnatandetguestieareaeaieiessiguadootantens 390 Chapter 1 Outline of operations In this chapter we give an outline of the main features of Cardbox for Windows with references to the chapters in which you will find a full description or details of more advanced techniques Starting Cardbox Just as with any application there are several ways in which you can start Cardbox e You can select it from the Start menu Windows 3 1 Program Manager e You can find it in Explorer Windows 3 1 File Manager and start it from there e If you have a shortcut to Cardbox on your desktop Windows 95 and above you can double click on it to start it You can also double click on a Cardbox database file which will start Cardbox and open the file for you Cardbox File Macros The toolbar at the top of the Cardbox window Is described in Chapter 5 and oreo ett other features in en Be Chapter 3 Name Michael Sibley Ref 3178 Date 23 8 93 4 Location London Relocate m Consultant Hugh Moody DofB 2774756 Tel thes 071 225 4172 h 071 928 5510 x31 w Sa
80. division of the sheet into three 70mm labels However if you print a sample page on a laser printer you will see that the outside labels would not be fully printed because the laser printer cannot print right up to the edge of the paper The simplest way of getting round this problem is to specify left and right text margins of at least 7mm whenever you use this label type see Section 31 2 In fact because of the way that Cardbox shifts labels to compensate for laser margins left and right margins of 4mm will normally be enough try it and see Alternatively you could lie to Cardbox about the label layout inventing an arrangement of smaller labels that fit within the real labels and the laser margins If you want to do this you can check that you are getting it right by printing a sample page and ensuring that none of the labels that you have defined actually cross the edge of a real mailing label Chapter 32 Designing labels 287 Example 3 Multi column printing In this example we prepare a label type for printing records in 2 Humpty Dumpty Old woman columns on an A4 sheet with a Edited by Peter Pan Edited by Cinderella 9 margin of 1 to the left of the first 1989 192 CO lumn aa sae ae ak All a a shoe ae i F the King s horses and all the King children she didn t know what to men couldn t put Humpty together do She gave them some broth again without any bread She spanked them all soundly and put them to bed Label
81. embed into your records objects from other applications acting as OLE servers These objects can be almost any type of information documents bitmap images graphics etc For each object type there is a server for example a Microsoft Word object the server 1s Microsoft Word and for an Excel spreadsheet it is Excel One of the original aims of OLE was that several server applications should be able to handle the same object type but in practice this rarely happens Object Linking involves a special Cardbox field the object field In that field Cardbox stores a pointer to the server application file containing the object for example it could point to an Excel spreadsheet file The object can either be displayed in the Cardbox record or be represented by the server application s icon Object Embedding also involves a Cardbox object field but this time the object is not stored in a separate document file but in a special Cardbox image and object file having the same name as the database but the file type FIM The object is usually displayed in the Cardbox record but the object server may decide to display an icon instead Although OLE offers many advantages such as the ability to edit an embedded object directly from within Cardbox experience has shown it to be relatively fragile For example it is possible for an upgrade to a server application such as Microsoft Word to invalidate all the links so that you have to re create them
82. end of the existing text in the field 3 Type a space followed by the note You might be tempted to use the ARROW keys to position the insertion point instead of having to remember that CTRL END moves to the end of the field This will cause trouble in a batch edit Suppose that you used DOWN ARROW 3 times to move down by 3 lines followed by RIGHT ARROW 9 times to move right by 9 characters In the first record this would still get you to the end of the field because the field happens to be 3 lines and 9 characters long But not all fields will be exactly the same length Look at what would happen in the second record when Cardbox repeated your keystrokes it would get the insertion point to the position indicated by an arrow in the picture below and shading shows you at a glance that the note would be inserted in the middle of the field and not at the end Security Security The customer to provide a personal The advance is to be guaranteed jointly guarantee with a second charge on his and severally by bir F G Smith and Mr JT property Brown wi second charge on Mr Smith s property The important fact about CTRL END is that it always moves to the end of the field whereas the arrows only happen to move to the end of the field if they run out of field text to move past In general try to imagine as you edit the first record what effect your keystrokes would have on a record that looked different Use Next rather than
83. enter or display it and within the margins of the printed page Declaring extra text If you want to attach extra text to records in your database you have to declare it as a property of the native format You can then make a similar declaration for every alternative format in which you want to display or edit extra text POC Oe Oo a of a format edit the format select Edit Format properties and turn on the Format contains extra L Format display starts with extra text visible text check box Description Split window mode see next page turn on the Format display starts with extra text visible check box as well C Screen display shows page headings Properties of extra text Extra text is essentially an additional field to the standard fields defined in the format In terms of the properties of standard fields the properties of extra text are Position and size You do not have to define the position or size of extra text It can be edited displayed and printed either on its own or with the associated record In the latter case extra text comes below the main record On the screen extra text is formatted to fit the width of the window When printing you have the choice of making it as wide as the record or as wide as the margins of the printed page Name Caption Description Indexing mode None Extra text in record display Chapter 26 Extra text 220 In drop down lists of fields and in merge
84. errors Instead it reformats a field so that the capitalisation is the way you want it Upper case All text in the field is upper case HERE IS AN EXAMPLE Lower case All text in the field is lower case here is an example Word capitalisation Every word in the field starts with a capital letter Here Is An Example Chapter 36 Validation 338 Sentence capitalisation The first word in each sentence is given a capital letter Here is an example NOTE The Sentence capitalisation variant does not automatically force the rest of a sentence to lower case This is to avoid destroying the capitalisation of any proper names that may appear in the sentence If you really want to force the rest of a sentence to lower case use two Change case validators one to force everything to lower case and one to do sentence capitalisation Spell check This validator activates an automatic spelling check for the field For full details and instructions open the Cardbox help and use the Search button to search for Spell check You can spell check any field whether it has a spell check validator or not by pressing Shift F2 This also allows you to spell check the Extra Text field which cannot have validators attached to it 36 5 Automatic numbering You can make Cardbox assign a unique number to each record that you enter 1 Choose a field Choose the field that you want to use for numbering or create a new one Make it in
85. example to allow entries within a List certain range plus one or two special entries then choose List and enter a range as one of the items in the list A range is defined in the same format as in search parameters using the mon colon as the delimiter Chapter 36 Validation 332 A list can be typed atthe keyboard Bange AYLETT 2 pasted from the List BLACK Clipboard m pasted from or linked to a list stored on a file linked to the indexed terms in a specified field in a specified database The list will be available for inspection and use as a pick list in response to the command Edit Validation List or F4 but this only applies if the list is actually typed or pasted into the List box If you have linked the list to an external file or to a database then the pick list will not work and an error message will appear if you try to use it Paste from will open the Paste from File dialog box shown below Paste From File File Name Directories gt ok names Ist B atest protessn lst L Paste filename Drives Somos E Validation File Types List files containing plain text 7 L5T List files containing plain text LST Cardbox database FIL Validation File Type gives you a choice between list files and Cardbox databases List files The default file type for list files is LST and files of this type will be listed in the File Name box where you can sele
86. field to identify its contents during data entry and display m You can use different captions for the same field in different formats Ste E samperi RAS A ddr Addr 22 Roxburgh Mansions Pembroke Terrace T ALLEL Kensington HH anpi _ PEELE EEE The caption occupies the same space as the text of the field but you can use a different colour or typeface in order to distinguish it from the text a E samperi BES Addr 22 Roxburgh Mansions BENNI il Pembroke Terrace LL ii Kensington nnn aol PEEEEEEEEEEE EEE In multi line fields it is better not to give the field a caption because it will push the first line of text to the right To keep a neat left alignment of text in a multi line field put a text item into the format next to the field Indexing mode m The indexing mode helps you control the way in which text in the field is indexed You specify each field s indexing mode in the native format and it applies to the field in all formats Chapter 25 Fields in formats 209 You have a choice of four modes Nothing in the field can be indexed Indexing of text entered from the keyboard 1s in this mode left to you Nothing you enter will initially be indexed but you can change a word from unindexed to indexed and back again by pressing the CONTROL key or by clicking the right mouse button when the cursor is on the word or immediately by it Automatic This works just like Manual exc
87. find in this ot three guides to take a party of Swiss tourists round London art galleries and buildings of architectural interest in the week beginning 17th July French with Italian or German essential preferred age 30 40 Select GUIDE and in a couple of seconds have the records of 342 of them Now exclude those we classified as SPECIALIST as they would not be suitable for a party of tourists this leaves 256 records Now select ART and we are down to 172 and ARCHITECTURE finally leaves me with 75 records Now narrow down the selection to people who are available in London down to 63 Next ask for FRENCH and only four dropped out but ITALIAN brings the number down to 27 wonder if can ask for German as well and give our clients three trilingual guides There are six such guides but are they all available in the week of 27th July No only one So let me go back and ask for German as an alternative to Italian now have 36 guides who know something about art and architecture and speak French with Italian or German and are available in poland You can split your records into two parts the main record and extra text Structured data divided into fields are confined to the main record but like extra text any field in the record can also contain free format text with indexed keywords TECHMAN FIL Howard 750 Cultivator Gearbox Assembly 218 Main Forward Gear Ligeia TUNY W N tS 229 eel
88. find this cumbersome For details of a way round this problem using alternative formats instead of the native one enter the command Help Technical Articles The constituent files of a database Each Cardbox database consists of at least two files the main database file and the associated format file The two files share the same name but have different extensions thus for example for a database called MYFILE there would be MYFILE FIL the database file containing basically the data and the index MYFILE FMT the format file containing the native format of the database as well as the optional alternative formats Database file FIL Format file FMT Fields Indexing Ama Records tive Layout formats Appearance Printer setup Index When you open a database Cardbox automatically opens both files and presents each record as a composite picture of the data stored in the database file and of the format that you have chosen from the format file Chapter 2 Your Cardbox database 33 Thus if the format is as shown on uas the right an empty record will appear as shown on the left below with the captions and the border provided in the format and a Telephone _ 1H completed record will look as on Ua the right below Name Roger Yilkinson Addr 23 Westbury Road Edgware Middlesex 4616 OGR Telephone Telephone 0650 456 68 The features shown in the top picture are stored in the fo
89. font and size as shown in the inset above 30 6 Page orientation Most printers can print in either portrait or landscape orientation if yours cannot ignore this section Text margins retain their value and sense regardless of changes in orientation So for instance if you have specified the top margin in portrait orientation and then switched to landscape the margin at the top of the page would still have the same value Top margin Top margin Left margin margin Left Right margin margin Bottom margin Battom margin p 2 across In contrast the counts and measurements contained in a label type relate to the paper and are turned round with the paper as you go from portrait to landscape top offset really means offset from the narrow end of the sheet labels down means labels along the length of the sheet and so on Within individual labels however each text margin is still measured in the direction implied in its name regardless of the orientation in which it was originally specified the top margin is always the margin above the printed text Chapter 30 Principles of printing 267 This description may sound complicated but its result 1s simple you don t need two different label types one for portrait and one for landscape and the names of the text margins always mean what you expect them to mean Chapter 31 Printer settings All printer settings are accessible from
90. for record numbers are Select and Exclude Chapter 11 Other search modes 99 Select the command in the Search menu in F3 or the normal way then open the Search Mode menu in the Search dialog box and SEARCH MODE select Record numbers v Index Should this option be dimmed as Data unavailable it would mean that you have Tags chosen a search command such as Kept selections Include that is not applicable to record D Record numbers e Fetch You can meaningfully search only for record numbers within the total number of records in the current selection and the Record numbers dialog box shown below reminds you how many records there are Record numbers outside this range will be ignored Select Search by record numbers between 1 and 729 HR mon Enter the required record number or a range using the colon as a separator e g 23 for record number 23 56 89 for records numbered 56 to 89 both inclusive 1125 the first 125 records in the current selection 561 from record number 561 to the last record in the current selection Chapter 12 History of selections Cardbox keeps a record of all the search commands that you have executed to reach the current level of selections and you can have these commands displayed in the History of selections Search select Level 0 26543 records selected Select also Select BUJINDUSTRIAL Select Also BU PROFESSIONAL Exclude Level 1 3657 records se
91. for a database Cardbox will ask you for its master password You set up the master password the first time you set up user profiles and you can change it subsequently if necessary If you forget or lose your master password we can help but you will have to prove that you are the owner of the data you may have to send us your data files and we will make a charge for this service Do not forget your master password Opening a database When you open a database that has user profiles Cardbox will ask you for the name of the profile you want to use and for its password There is one exception if the database has a default profile without a password Cardbox can be made to choose that profile automatically It 1s possible to disable this exception when setting up user profiles Re opening a database When you restart Cardbox it re opens all the databases that were open before It will normally ask for any necessary passwords but you can make it remember the passwords that were used in the previous session It is possible to disable this feature when setting up user profiles Changing to another profile You may want to switch to another user profile after opening a database To do this use the command File Utilities User profile 38 4 Encrypting your data A database that is protected by user profiles still contains readable data it is just that Cardbox will refuse access without the proper password It is just possible
92. ignore To remove a validator from the list of active validators select it in the Field Validators list and choose Delete Chapter 36 Validation 331 Reordering validators Cardbox will apply the validators specified for a field in the order in which they appear in the Field Validators list If necessary you can change the order in the following way select the validator or a group of validators that a a ae m move the cursor to the position where the selected Number of terms items are to be moved Index terms m make sure that the cursor has changed shape to that shown in the picture m click the left mouse button 36 3 Common options Each validator offers you a range of options by means of which you can define the validation criteria We describe the options for individual validators under separate headings below but first here are some options which are common to several validators Enforcing validation You can enforce the validation of a field by turning on the Mustn t ignore check box in the applicable M a Mustn t i validator The user will not then be Ed Mustn t ignore LUIS able to ignore override the validator if it reports an error Ranges and Lists You can verify entries against a range of values or against a list of terms these options apply to words numbers and dates The Range and List options are mutually exclusive but if you want to combine ranges with lists Range for
93. in which text cannot be dropped in this example on the format background outside the fields If you release the mouse button with the cursor in this shape you will cancel the move or copy and will have to go back and pick the text up again Moving and copying text using the Clipboard icon Use the clipboard icon to move or copy text in the following circumstances m Between different database windows m Between different records of the same database If the source and target fields of the record you are editing are too far apart to be displayed in the window at the same time Chapter 18 Text blocks and Clipboard operations 150 The picture below shows how the cursor changes as you drag it from the selected block of text to the Clipboard icon across the Cardbox window Lardhas Fie Edit Yew indre alp Pick up the text GLRA Hay ARES TRACT Fl The insertion point Tike H anbi akra Spaik Daaa brane the haa Tiati E follows the arrow as Aui C Cia long as it is still in nE V Dbm PI Mo f the same window a j ike f he bonnet ood indooesion Presendabon on Leary and Paire But you cannot fuirorhC Lucas MAL Mikon lpr Maragerent Drem drop the text in FeCl Woke Hei Daxili PS Mori g other database z windows i or outside a database window fied StesiBai F391235 until you reach the Topes lateagnn liacke Clipboard icon Index NS JO Jounal If you want to copy rather than move the s
94. in record display 62 Columns in print 263 Comma delimited files TOACING esenee 292 WUN ea 297 Command menus See Menus Configuring Cardbox Allow copying to clipboard even when not editing 144 default image colours 311 retaining SESSIONS 066 42 thumbnail image size 311 Validation ccceeeeeeeeees 325 Continuous PININ aona 110 tex OUtPU nene 109 Control menu box access to image controls 312 Copying text between records 068 149 between windows 0 149 to Clipboard ceee 147 within Window c008 148 Correcting typing CI OlS sciiicet 139 Creating a new database detailed procedure 177 OUE ee 2i Creating formats OVEIVICW e 187 Current record defined aisciai tases 70 IdentificatiONn cccceees 135 Current selection de a a ey essa 70 size in Status bar cee 36 transfer between windows 114 D Data entry 00 See also Text OHNE raiione 24 YPN ne 139 Data loss Devenin naen 378 recovering from 06 379 Data search case distinction 00 ee 91 dialog bOX eeessssssssssssseeeeeeee 89 Entire field option 91 field specification 90 progress and interruption 92 PUNCTUATION ea 91 SAIN ane 89 wildcard characters 91 Data transfer between windows 304 linking
95. in the database may contain indexed text in this field because that text may have been entered when the indexing mode was not None There are two ways in which you can resolve this situation m When you edit a record go to this field and press CTRL or click with the right mouse button or use the command Edit Index off Any of these actions will make sure that the whole of this field is unindexed Alternatively use the command File Utilities Adjust indexing in the way described below Chapter 25 Fields in formats 215 Adjusting indexing of existing text To adjust the indexing of the existing File text in fields whose indexing mode you changed to All or None Utilities Configure Cardbox choose File Utilities Adjust Close peee fields Adjust indexing indexing This command will scan the whole database and make sure that all text is indexed in fields whose indexing mode is All and all is unindexed in fields whose indexing mode is None It is much faster than editing or batch editing the whole database 25 4 Deleting fields WARNING Deletion of a field in the native format may lead to an unrecoverable loss of data stored in that field To delete a field in a format select it and press the DEL key or choose Delete in the Edit menu The command erases the field in the Format Design window Wider effects of the deletion depend on whether you have deleted the field in an alternative format or the nati
96. index press button to override HMore gt gt gt m The dialog box shows the search command you have chosen If you realise that you have chosen the wrong command you can change it by opening the control menu in Windows 3 1 click on the icon at the top left hand corner in other versions of Windows right click on the title bar or in any version press Alt Space For fuzzy matching or a search for unique terms click the More button and refer to further notes in Section 10 6 If you want to search for numerical terms then switch to the Number date index before entering your search parameters in order to enable Cardbox to make the appropriate validation of your entries Chapter 10 Index searches 78 10 5 Specifying the field to search If you want to search all fields then leave the Field box empty Otherwise enter the field s name in the dialog box You have the choice of the following three ways Method 1 Type the field name in the text box Tip As a shortcut you can set the correct index option and move the insertion point to the Search for box by typing immediately after the field name for the Word index or for the Number date index Method 2 Use the drop down list Click the arrowed button to search all fields leave this blank Blank search all fields beside the text box and TEREA select the field in the list Address street and town county in a separate field i County and postcode Dat
97. is Windows bitmaps BMP but this list gives you further choice of file types Once you have chosen the file and pressed OK Cardbox will display the Image Storage dialog box so that you can specify how the image is to be compressed and stored Chapter 35 Building image databases 319 Pasting images m While you are editing a record position the insertion point in the image field and press CTRL V or choose Edit Paste m While you are viewing a full screen image display you can use the Paste button in the image control window What happens next depends on where the image came from If the image you are pasting was copied from the same Cardbox database it will be added to the record but the actual image data will not be duplicated so that the FIM file won t grow If the image you are pasting was copied from a different Cardbox database it will be added to the record The image data will be added to this database s FIM file If the image you are pasting did not come from Cardbox you will see the Image Storage dialog box just as you would if you had read the image from a file Scanning images directly If you have an image input device such as a scanner that supports the TWAIN standard then you can input an image directly into Cardbox without going through a file m While you are editing a record and viewing the full screen image display press the Scan button What happens next depends on the scanning device
98. is to be applied to the search window and designate one field in the control window as the source of search parameters The designated field can contain text of any kind and length and you specify which terms are to be used as search text that is the actual source of search parameters Then as you change the search text in the control window by browsing selecting or editing records you automatically get the corresponding selection in the search window eana Level Basten You can designate different fields in the control database as the source of search text at different levels of selections a Am a 16 1 Hierarchy of relational links You can create multiple relational A window can act as a control links window to several other windows Chapter 16 Relational searches 120 gt e You can also control searches in a But you must not create circular window from several other windows links 16 2 Setting up relational links The basic element in relational links of any complexity is the relational link between two database windows with one window designated in each basic link as the search window and the other one as the control window m You can set up a relational link between two database windows at any level of selection and the link will remain in force until you return to a lower level of selection in the search window m The search and the control windows must both be open If both windows belong to the same
99. it says on the screen and have to find in this E lot three guides to take a party of Swiss tourists round London art galleries and buildings of architectural interest in the week beginning 17th July French with Italian or German essential preferred age 30 40 Select GUIDE and in 4 couple of seconds have the records of 342 of them Now exclude those we classified as SPECIALIST as they would not be suitable for a party of tourists this leaves 256 records Now select ART and we are down to 172 and ARCHITECTURE finally leaves me with 75 records Now narrow down the selection to people who are available in London down to 63 Next ask for FRENCH and only four dropped out but ITALIAN brings the number down to 27 wonder if can ask for German as well and give our clients three trilingual guides There are six such guides but are they all available in the week of 27th July No only one So let me go back and ask for German as an alternative to Italian now have 36 guides who know something about art and architecture and speak French with Italian or German and are available in London How many are available in the week of 27th July Eleven so can still try to meet the preferred age between 30 and 40 This leaves me with six people just the right number for Fiona to ring around and make firm bookings However must first mark these records so that can find them quickly when Fiona gives me the list back type 71
100. it will attempt to open the same databases in the same directories and will report an error if it cannot find them there 22 2 Creating the files for a new database Of the two files required for a new database you first create the format file and then the database file You can create a new format file either by designing its native format or by utilising the format file of an existing database The latter method is suitable when for instance you want to create a smaller database from some selected records of a large one and we describe this method first Saving session details is described in Section 3 6 Utilising an existing format file To create a new database with exactly the same formats as an existing one start by copying the existing format file to a new name for instance copy OLDBASE FMT tO NEWBASE FMT using either the File Manager or the DOS Copy command Then follow the steps illustrated in the picture below Open Ctrl 0 Open a database File Name Directories Fiat dbo ea E aab fmt Ga nardhav Open Database T The database file C CARDBOX NEWBASE FIL general fmt does not exist Do you want to create it List Files of Type Format files 7 FMT amp Databases FIL Format files ae c cardbox current s1 fmt tl l c cardbox current s3 fmt c cardbox apr01 summary fmt c cardbox apr01 mar31 fmt c cardbox marl S summary fmt c cardbox mar26
101. its title bar highlighted m Open the Window menu where the currently active window will be indicated by a check mark Click on the name of the window that you want to make active Ty sc B ADDRESS FIL Mame Roger Merton Name Roger Merton Addr 27 Harrington Road Addr 2 Harrington Road London S7 1PO London S7 1P0 Name Edward Wiliams Addr 23 westwood Mansions 156 Cromwell Road You can resize a database window London S7 8TF in any of the standard Windows E E E mith ways but if a window is already Addr Rosewood Cottage dolayi A koleof d Pond Lane isplaying the whole of a record Tonbridge Cardbox will enlarge it only if you Kent TNG 8ED make it tall enough to display at least 3 records The browse bar Level 0 Record 3765 T of 3765 i record tagged BALANCE The browse bar within the status bar of the Cardbox window enables you to bring different records into view If there are several images attached to the record a second browse bar appears to let you move among them If the window is displaying multiple records a vertical browse bar also appears to its right which you can use as an alternative You use any browse bar in the same way as a scroll bar but there are some useful keyboard shortcuts To go to Record Image Next RIGHT or DOWN ALT RIGHT ARROW ARROW Previous LEFT or UP ARROW ALT LEFT ARROW First Last For more information Chapter 3 Cardbox under Windows 37 CTRL HO
102. macro you can correct it in the normal way Both the entry and the correction will be recorded as part of the macro and played back when the macro is played m If the error was of a kind that Cardbox did not object to then the macro will play back normally with nothing to make you aware that there is a corrected error in the macro An example of this would be typing the wrong text into a field backspacing and typing the corrected text If you were alerted to the error by a beep from Cardbox then you will hear that beep on playback too It may be quite annoying to hear a series of beeps in a fast performing loop and the only remedy is to re record the macro or to correct it by editing if you feel confident about doing so An example of this would be in a Search Select command if you are typing a number and enter an invalid character Cardbox will beep as it displays a warning If you should reach a stage at which Cardbox refuses to accept the commands that you intended to record then you have no option but to abandon the macro An example might be a Search Select command when there are no records in the current selection Check whether you started recording under the right conditions Chapter 37 Macros 376 you may have meant to start at Level O but started instead with some selections already performed or whether the macro is ill conceived Calculator errors When recording the Calculator checks your entries as you make
103. mar1 9 fmt c cardbox mar26 summary fmt m Select the command File Open as if to open an existing database The new database does not yet exist and so will not be listed in the dialog box Chapter 22 Creating database files 178 m Open List Files of Type in the dialog box and select Format Files FMT The list boxes will now show the format files select the newly copied format file and click OK or press ENTER m The box shown in the insert above will next appear just confirm that you want to create the new FIL file for your database m Cardbox will create the new database file and display the first record ready for data entry You can now type the data in but if you want to load data from files Chapter 33 then select at this stage File Quit without saving to exit the Edit mode Creating a completely new database The steps involved in creating files for a new database are shown in detail below File New database Open Ctrl 0 Cardbox File Edit Insert View Window leaa ee eee TT Aad untitled OLENA ANT ATTN TSN Format design is described in Chapter 23 ee C e A Fed S e Rowe Columns m Select the command File New database Cardbox will display an empty Format Design Window as shown above in which you can design the native format of the new database Chapter 22 Creating database files 179 File Open Ctrl 0 Save Ctrl S m e Create new format file File Name D
104. new database it displays a special window in which you design the native format of the database Create new format file File Name Directories E gt cS gt cardbox gt samples Other ways of creating a new database are described in Section 22 2 The database file Save File as Type ive T C CARDBOX SAMPLES MYFILE FIL does Format files FMT not exist Do you want to create it When ready you save the format to create the format and database files under a chosen name Cardbox MYFILE FIL HEA File Edit View Window Help s File Edit View Window Cie dp SJ Adding and editing E zi records is described in a Chapter 17 and loading a eonia font from files in Chapter 33 scone oe 27 4 82 Roger Merton early in October INS NA Notes Stage name Imogen Blakeley ewrecord Levelo Record 1 Il Mel of browse edit search wi Cardbox displays the first record ready for data entry You can at this stage either enter data from the keyboard or load them from an input file Formats Chapter 1 Outline of operations 22 The first format that you create for a new database 1s its native format whose basic purpose is to define the fields into which you want to segregate your data and you can in addition design any number of alternative formats using perhaps only selected fields for data entry display or output MYFILE FIL There is no p
105. object within the object field that is the object is embedded and supports in place editing then it will Otherwise the object field will be shaded and a separate window will open for you to edit the object For embedded objects changes are not saved until you save the record 40 5 Deleting objects To delete an object in the object field m edit the record m move to the object field make sure it is surrounded by a dotted outline m press the DEL key m save the record 40 6 Lightweight linking Lightweight linking is much simpler than OLE Here are the main points m You place the filename of an object into a Cardbox field of your choice m When you want to edit or view the object you run a Cardbox macro to open the object using the application that originally created it Chapter 40 Object linking and embedding 389 m You can make this process simpler by creating a pushbutton that activates your chosen macro Exactly the same process can be used to store email addresses or Web page addresses in a Cardbox database For a full description of how to implement lightweight linking see the following articles on the Cardbox web site Using macros to link to external objects Run macros fast menus keystrokes and pushbuttons You can find these by going to the Cardbox home page at http www cardbox co uk and following the links to Technical Support and then Problems and advice Operating limits CAPACITY Database windows
106. of records with a single command in Chapter 18 Batch edit in You can enter and edit records in any format so for a large and complex Chapter 19 record layout you can have a series of alternative formats each covering a specific portion of the record Chapter 1 Outline of operations 25 Indexing Cardbox allows you to index anything in any field but for systematic indexing you have a choice of indexing modes that you can assign to fields For each field you can choose full indexing selective indexing or no indexing at all See Chapter 20 Designing your database Abstract This paper examines the results of some experimental research How Cardbox designed to study human interaction with information systems indexes in 4 transportation management game was considerably modified to provide a Chapter 21 simulated information system for laboratory use The subjects played the game in and two sessions and completed a questionnaire Appearance in You can distinguish indexed from unindexed items by colour on the screen Chapter 7 and by different typefaces in print Cardbox updates the index automatically aS soon aS you save a record Validation You can implement automatic validation of inputs against a wide range of criteria You can use validation to intercept various input errors to ensure correct indexing and completion of all mandatory entries in the correct format Validators also exist to perform spell checking and
107. or the Help button to see an explanation and some possible causes Here are some of the commonest error messages Cardbox Macro Field Item Scrapo STOP The last menu item selected was disabled yE Pee ee Text Paste 0E In this example the Search Select command was played by the macro when there were no records left in the current selection Chapter 37 Macros 377 Cardbox Macro Field Item IN STOR The Button control OK is disabled Copy Select Field IN _Texut Paste In this example the macro pasted an invalid search parameter into the Select command dialog box and the OK button remained disabled Cardbox Macro Field Item CO STOP The item SAMPLE FIL 2 is not selectable ee Copy SuitchTo SAMPLE FIL 2 Select Field co Text Paste OF In this example window SAMPLE FIL 2 was not open Field Copy FSmitchTo SAMPLE FIL current mode of Cardbox is not suitable Text Paste The playing macro has been stopped because the SaveBecord In this example SAMPLE FIL was not in the Edit mode Chapter 38 Security Protecting against accidental data loss m You should back up your files frequently to avoid data loss if anything goes wrong If something does go wrong and you have not kept a backup Cardbox provides a function to salvage any readable data from a damaged database Preventing unauthorised access m You can password pro
108. records 61 To link an attribute to the Normal style press the Same as normal text button The button will change into a plain message telling you that the styles are linked To unlink an attribute make any change to it The message will change back into a button which you can press later if you want to link the style again What happens to the appearance of individual items If you have given a different appearance to a specific item in your format Cardbox will remember the differences when you change the format s appearance and will not override the individual appearance that you gave to the item Selecting the font and size Small Fonts Ey AabbY yz System YT Times New Roman m Uni Bome awn E hie e This i a TrueType font This same font will be used on both your printer and your screen You select the font and size in this dialog box The composition of the list of fonts displayed on your screen will depend on the fonts which you have installed The symbols appearing by a font s name have the following meaning yy TrueType font This font is used for both printing and display amp Printer font This font is used for printing The closest matching Windows font is used for display Screen font This font is used for display The closest matching printer font is used for printing Chapter 7 Appearance of records 62 Changing colours Text colour opens a palette of 16 solid colours available for text Backg
109. s s s s RA s w RA s w RA s w s s s s s s s s s s RA s i You can further confirm by print preview that this is all that needs to be done to printer settings Chapter 31 Printer settings 278 In this example a change in page orientation will make the record fit within the printable area and this is all that you need to do if you really want to print one record per page in landscape orientation But if you want to print several records per page in portrait orientation as shown in the preview below then you should choose a smaller font in printer settings By choosing a smaller font for printing you enlarge the printable area superimposed on the format The size of records on the screen is not affected because the format is always displayed in the fonts specified in the screen appearance attributes Chapter 31 Printer settings 279 Preview printed output eee te eet et eee ee ee ee eee ee aes Print i Tie Amin Come Peon eon wE Poe ling Dam 2am Paz Hod Ahamd h a maha eee eee ee Ld es vai o lha coor oe eg ed She Coo rrom hai ry Y a roal ara maem ea druke dary 99 eed ha n coni cy Ui ad ee la ra oah l oe Aaen pat oe ee io a mml deed napa ye ha ay AFL a ud Pica o ham Ch mrih lha Cou ya eds is rea Troe eee bey eee mon ee Que oam on a tad o go oy roe eng ober eg edgy F ee Gee rel model Guero e coe b peed bry h coe Hext page Cancel LJ Full size TinCan lo G
110. select it To do so just click on the item on the screen m Left click will display the item with sizing handles as shown for a field box and picture in the last section above The use of sizing handles is described below m Right click will additionally open a dialog box for setting the item s properties which give you extra control over the item s appearance and behaviour As an alternative you can select a field by clicking on its name in a drop down list You can also select whole groups of items to move them or delete them in the way described in Section 29 2 Chapter 24 The Format Design window 204 Resizing items f i ITT Ter tT Ey ee a To resize an item select it so that it has sizing handles Move the cursor onto one of them and it will change shape to a double headed arrow Drag the arrow to change the outline of the item as required then release the mouse button You can move a mid side sizing handle only at right angles to the side but you can move a corner handle in any direction to change the shape of the item as you require For text items the squares are not sizing handles text items size themselves according to the text they contain but act as anchor points in alignment See Section 28 2 for further details Moving items ii TTT EEE EE J A L A EET a HHH L HE ia UT L TUT g Eam me HAT i P T A AAT a TUT eel TTT e ool HUET ET To move an item point to it and depress the left mous
111. start of the block hold down SHIFT and move the insertion point to where you want the block to end m release the SHIFT key To reposition the end of the selected block Hold down SHIFT and move the insertion point to the new position To cancel the selection m Move the insertion point without holding down SHIFT Using the mouse To select Use A word double click A line CTRL click An arbitrary block Use the method described in Chapter 18 Note that the mouse cursor will now have the shape of an I beam To cancel the selection Click anywhere outside the selected block Chapter 18 Text blocks and Clipboard operations 146 Using either keyboard or mouse To select all text in the field m Press CTRL 5 on the numeric keypad OR Select All CtrltNumPad 5 select Edit Select All Selecting partially displayed text The method which you can use to select a block of text which is only partially displayed depends on whether you are editing or just viewing the record and in the latter case also on whether the field is too small to show the whole of the text or the window is too small to show the whole of the field When viewing m If the field is too small to display the whole of the text you cannot select any of the text that is not actually displayed If the window is too small to display the whole of the field then Select as much of the text as you can see Scroll the record to bring the int
112. the Printer HP LaserJet 4 4M_ on LPT1 2 printer that you have defined as the default printer within HP LaserJet 474M on LPT1 HP Laserdet IHP on LPT1 Windows You can override this HP LaserJet INISi on LPT1 choice by selecting another printer from the list in the Printer box Printer configuration Note Most of the printer configuration details are set when you install your printer and you should have no need to change most of them unless m you want to use a special paper feed m or you want to print more than one copy of each page The Configure printer button will open the standard Windows Print Setup dialog box for the specified printer Chapter 31 Printer settings 270 HP LaserJet IllSi Resolution 300 dots per inch Paper Size Ad 210 x 297 mm Paper Source Upper Tray Memory HE Onentati eee LJ Page Protection Copies fi HF ProCollection HP Global Text HP Great Stark This dialog box is very different for different printers the example shown is for the HP LaserJet ISi but some features are common to most laser printers Paper source If your printer can take paper more than one source upper tray lower tray manual feed then you can select a choice here Usually there is no need to do anything because the default choice is enough Copies This option defines how many times each page of paper is to be printed Not all printers can print multiple copies of each page so t
113. the current record To write all fields Choose OK once you have named the output file To write selected fields Name the output file then choose Edit and specify the fields in the way explained below OR m Select the applicable customised type then choose OK If you have a customised type each one specifies m the format of the output file m its name which you can change if you do not want to overwrite the original output file Chapter 33 Transfer of data 298 the fields which are to be written The name of the output file is shown in the title of each customised type and its format is implied in the file type eg DMP for Internal EXT for External etc To see which fields are output with a given customised type select that type and choose Edit to open the Field Selection dialog box described below Selecting the fields to be written In response to Edit in the Write to File dialog box Cardbox opens the Field Selection dialog box in which you can specify the fields from which you want to write data The Field Selection dialog Cardbox Write Field Selection box displays all fields in Cardbox Fields Selected Fields Name index sumam ey the native format of the i database Salutation Telephone Fax For a standard conversion aoe Bx type the Selected Fields Single Married wich box will be initially empty customised Type DMP WARNING Not all Cardbox fields have been selected To transfer
114. the dialog box shown below You can access it and store your settings as part of the current format definition in the following ways When select To store changes displaying records File stored automatically Printer settings nace a Caen in the Print command Setup in the Print answer Yes in the box command s dialog box shown below as you exit the Print command Do you want the changes you made to be stored permanently as part of the current format O You changed the printer setup before printing The Printer Settings dialog box Printer Settings a amp i Printer and Paper gt gt Text Margins Printer fates ier ty EI Configure printer Current Windows printer is HP Lasenlet 44M on LPT 1 Paper size A4 210 297 mm Orientation E T Paper size ig 8 27in 17 69in New label type To keep the screen uncluttered the Printer Settings dialog box is divided into four pages To turn to a page click on the appropriate tab Printer and Paper Text Margins Records or Appearance From the keyboard press Chapter 31 Printer settings 269 ALT gt to go to the next page or ALT lt to go to the previous one do not press the SHIFT key 31 1 Printer and Paper This page of the Printer Settings dialog box enables you to m specify the printer and its configuration m select the paper size and page orientation m select design or edit a label type Naming the printer Cardbox starts by using
115. the macro back whenever you want to repeat the operation As well as the usual Cardbox operations your macros can use some additional advanced Cardbox features available in the Macro Toolpad Tools m Calculations including date arithmetic Scrap Calc The current date and time in any format you choose Dates Fields tnn toop Message Field transfer this allows the contents of a field to be transferred into a search command or a calculation Scrapbook fields can be used to store intermediate results of calculations or field contents for later use in commands m Clipboard viewer is useful for keeping track of what s in the Clipboard and when Looping allows calculations or other operations to be repeated for every record in a selection Pauses and messages allow flexible interaction between macros and the user Macros can be called from within other macros for more modular operation Before we go into further detail here are a couple of examples 1 Delete text from the insertion point to the end of field Action Recordedas Select text to end of field delete selected Text Hilight End Delete text Chapter 37 Macros 341 2 Increase all incomes in the current selection by 10 field IN Go to Ist record FirstRecord Repeat for every record from here to StartLoop EndLoop Enter the Edit Record command EditRecord Load current income into Calculator Calculator Field
116. the normal non batch Edit command which lets you use the mouse to position the insertion point anywhere in a field Getting to the right position in the field With the mouse disabled for positioning the insertion point within a field during Batch edit you can only use keys but you must ensure that the keys you use in editing the first record will achieve the desired result in the other records too Security Security The customer to provide a personal The advance is to be guaranteed jointly guarantee with a second charge on his and severally by Mr F G Smith and Mr JT property Brown with a second charge on Mr omith s property Consider the two records show above to which we want to append the note Approved by RPB 14 4 92 at the end of the existing text that 1s the results we want to get are as shown below Security Security The customer to provide a personal The advance is to be guaranteed jointly guarantee with a second charge on his and severally by Mr F G Smith and bir J T property Approved by RPB 14 4 92 Brown with a second charge on Mr amith s property Approved by RPB 1474792 A full list of positioning Keys is in Section 17 2 Chapter 19 Batch operations 156 The way to edit the first record in this example is as follows 1 Position the insertion point at the beginning of the field using one of the methods given in the last section 2 Type CTRL END to position the insertion point at the
117. them and it will not let you copy the result to the Clipboard while an error is being flagged The error messages displayed by the Calculator are self explanatory but you will find further notes in Help if you need them Calculator errors can occur on playback even if no errors were reported when recording for example a field that contained a valid number when recording may not contain a number when the macro is being played back Cardbox does not report errors detected on playback but instead makes the result of the calculation a single underline character which can be copied and pasted into fields just like a normal result Cardbox does this because the macro may be part of a long loop that is running unattended and it is better to continue processing instead of interrupting it afterwards you can search the resulting field for an underline in the same way as for any other indexed character Errors on playback By definition a macro is played back some time after it is recorded and the conditions on playback may not be the same The level of selection the contents of fields and the editing mode may be different and so a macro that worked when it was being recorded may not work on playback If an error occurs on playback Cardbox stops playing the macro and displays an error message It also displays the macro script highlighting the line which caused the error If it is not clear to you why an error should have occurred press f1
118. this marks the top line of the footing The rows of the page footing are numbered F1 F2 etc Chapter 24 The Format Design window 201 If you want a record continuation footing drag the yellow slide next again using the right mouse button This will leave a blue slide behind which will mark the first line of the record continuation footing The lines will be numbered f1 f2 etc If you only want a record continuation footing and not a page footing now drag the yellow slide until it disappears under the red one use the left mouse button You can change the positions of the three coloured slides by dragging them using the left mouse button as in normal dragging By dragging the red slide you change the depth of the page footing By dragging the yellow slide you transfer rows between the page footing and the record continuation footing keeping their combined depth unchanged n SSoeeee ir a By dragging the blue slide you increase the depth of the format leaving the combined depth of the footings unchanged You can create page headings and record continuation headings in just the same way as footings but using the slide at the top of the format rather than at the bottom Summary You must first create the space for a page heading or footing before you can create the space for a record continuation heading and footing The left mouse button moves slides the right button splits them Red splits
119. use Batch Edit and you have to use a macro containing a loop Defining loops m StartLoop and EndLoop can only be used within macros they are not otherwise accessible You cannot start and close a loop while you are editing a record Loops can be nested so that you can have one StartLoop EndLoop pair inside another To insert the loop commands into the macro you are recording record the macro as far as the end of the commands or keystrokes that you want to repeat that is where you want the EndLoop command to be inserted in the script and choose Loop in the Macro Toolpad Chapter 37 Macros 364 Macro Looping Current Macro Untitled macro script Edithecord Calculator Date MDatetu Expression z Field NE Copy Clear Text Moveto NP Hilight End Paste Savrenecard Arrow keys move loop start position Cardbox will insert a highlighted StartLloop command just before the first command in the viewing ie non editing mode In this example this is the only place where the StartLoop command could go so Cardbox does not give you any option to move the StartLoop command elsewhere So you can only choose Accept to enter the EndLoop command at the end of the script Note While you are recording a macro the commands within the loop are not applied automatically to all records in the current selection this happens only on playback But the first record will already have been changed in rec
120. validated if they contain a non numeric character after the first numeric digit m With the option not set all non numeric characters are stripped and the residual number is validated For example 1434 23 is validated as 13423 m With the option set such mixed terms are treated as invalid Chapter 36 Validation 337 Validate date Validate Date a Benge EJ Unindexed oO List Day of month LI Mustn t ignore TY Required o Optional Not allowed As with numbers you can validate dates against a range or against one or more lists assigned to the validator in the way described in Section 36 3 above Reformat a date This validator never reports any errors Instead it ensures that all dates are consistently in the same format You can set it up to make any or all of the following adjustments Date format You can force all dates to have the same format day month year month day year or year month day Year format You can force 2 digit years or 4 digit years If you choose 4 digit years then you can also tell Cardbox what century you want it to use if you type a 2 digit year into a field for instance you can tell it to use the century 1980 2079 so that 81 becomes 1981 but 78 becomes 2078 You can always enter a date in any other century by typing it in full Month day format You can force day and month numbers to have leading zeros or no leading Zeros Change case This validator never reports any
121. will appear In this dialog box Shortcut key Existing macros Save saves the macro you have just CtrlsShift S E i Ctrl Shift B recorded the button is disabled Ctrl Shift T Ctrl Shift A until you have given the macro Ctrl Shift R fay a name View displays the script of the macro as far as it has been recorded Having viewed the script you will return to this dialog box Continue closes the dialog box and lets you continue recording the macro Cancel discards the macro you have recorded it does not undo any of the actions you performed while recording Name The name of the macro can be up to 15 characters long If you try to save the new macro under the name of an already existing macro Cardbox will warn you and ask for confirmation Description Use the description to remind yourself what operation the macro performs and under what conditions it can be used You will be able to see the description both when viewing the macro script and when choosing the macro to play Menu Set this option if you want the macro to be accessible directly from the Cardbox menu as part of the Macros menu If you precede a letter in the macro name with an ampersand that letter will be underlined in the menu for example S amp ummary will appear as Summary in the menu and will be accessible with ALT M U Shortcut Key You can assign to each macro a key combination such as CTRL SHIFT U which will make Cardbox play it
122. 0 12 93 Sales Miranda Caldwell Abstract Today the distinctions between university and commercial computer centres have blurred Hardware and software are available to an increasingly varied body of users and computer centres need a method of educating users in Coun West Midlands Area NM the corect use of new tools Universities have developed user services Couy departments to cope with the problem and the author suggests that commercial PCode B28 OED MailCode 1 computer centres could also benefit from establishing such departments Typical services performed by a user services department are reviewed and include general consulting training documentation user software package installation and the production of quick reports Fax 021 12 21868 tialis aaea xport_Agent A Cardbox database is essentially a collection of records each containing a certain amount of data You can split the data into fields with each field designated for a different kind of information for ease of handling and retrieval You define the division of records into fields in the native format of your database and you can adopt a structured layout as in the picture on the left above or provide large fields for long unformatted text as on the right above You can also append to your records any amount of unstructured text as shown on the right We refer to the appended text as extra text WAMPLE FIL LEVEL 0 RECORD 1 OF 5367
123. 00 Cardbox has into the Result box Press the Copy recorded 22000 into the macro button Go to the field erase it select Edit Paste The field now says 22000 Cardbox has recorded all your actions with the Calculator into the macro So far the pocket calculator seems simpler But now look what happens when you play back the macro in another record where the IN field contains 25000 Pocket calculator Cardbox erases Macro Calculator Cardbox the field and types 22000 into it evaluates the expression 1 1 IN using The field now says 22000 which is IN 25000 then pastes the result wrong 27500 into the field The field now says 27500 which is right Chapter 37 Macros 346 Here is a summary of the main features of the Calculator Further details are given under separate headings later in this chapter Expression Format Result Copy Close CE This is the box in which you define the operation to be performed and the variables involved In general you can type the expression that you want to use together with the variables either from the keyboard or from the calculator s keypad You can also choose an expression from the Numeric list for numbers or from the Date list for date arithmetic You can load the variables from fields in the records from scrapbook fields or from the Clipboard The results of calculations are normally expressed in a default format integers or two decimal places or the UK date forma
124. 162 CHAPTER 21 INDEXING sr naa a 165 21 INDEXING MODES sesini riaa e iae a 167 212 HOW CARDBOX INDEXES slixconsitiesistecaetosbandeud en a aeoeeeeetes 167 Numbers ONE GALES srair a tuna tahiea T N 168 Midexinp ordinary Word orena a S 170 Turning numbers into WOTKS 1111seeeeveeceeeeecccceceeeeeeanaaaaessesssseeeeeeeees 171 21 3 COMBINING WORDS INTO PHRASES sccccccceceeeeeeeessesesssssneeeeeeees 172 EHEC SON TEMEVA liii EE E TE T aO T einteea 172 Usm OTC Ty DOM earne E a aes ails 173 Usne thetmador ine one Te EE E 173 ENET ON SOF rira A E O A 173 21 4 CUSTOM COLLATING SEQUENCES cccccseccssscsccesccesscesseesssensseness 175 CHAPTER 22 CREATING DATABASE FILES eeeessssessssssssssssseos 176 22 1 COPYING MOVING AND DELETING DATABASE FILES eeeeeees 176 22 2 CREATING THE FILES FOR A NEW DATABASE 2ssseeessseneeeeeeeees 177 Utilising an existing format file cccccccccccsseseeeeseeeececeeceeeeaaaasssesseseeeeess 177 Creating a completely new database ccccccccccccccceceeeeeeennaesseseeeseeeeeees 178 Adding a description to a new database 179 Changing the appearance Of a new AAtADASE cccssseeeeeeeeesseeeeeeeeees 180 CHAPTER 23 FORMAT DESIGN eseccccccceccccccccccccessssssscsscssssssssee 181 23 1 MAIN ELEMENTS OF A FORMA Tocina 181 R EAIA EDIE E E NE PEE E E A ee 182 Mer ge DIO CIS isesi a A ETTE E 182 WOK LAIP EEE ES A AAE AEEA I A S E EAE A SEET 182 LMES CONG DONC SiE
125. 20 Database size no limit other than disk space Records per database 16 million Record size no limit Record layout 1 000 rows by 1 000 columns Fields per record 4 000 Indexed fields per record all fields may be indexed Indexed terms per field no limit Field size no limit Extra text per record non indexable no limit Attached images per record no limit SYSTEM REQUIREMENTS Operating system Microsoft Windows version 3 1 or later CPU any 386 or above Video adapter any supported by Windows Network any supported by Windows Disk space Minimum installation no OLE support no sample databases 3MB Typical installation 5 6MB Full installation includes utility programs 5 3MB Exact value depends on whether OLE and OLE and Visual Basic are already installed RAM 4MB minimum 8MB recommended for images and OLE A About this Window dialog box 38 Accented letters in indexing 170 Access codes See User profiles Active database window 36 Adding fields See Field s creating TOMI ALS ae EEn 187 TOCOLGS t cat ead ecrceh cards naueiedtens 136 Alignment in merge blocks 227 text in formats 237 All indexing mode 167 Allow copying to clipboard when NOt editing 0 0 eeeeeeee cece 144 Alternative formats AGING eaaa a 187 compared with native 186 ale ealauaeeenee e ern eee 194 duplicating ees 187 outlined s aeea
126. 21 SUN TUE The 4th day of July 76 The 14th day of December 21 If you specify a single digit for the day or month it will be expanded into two digits if necessary If you specify 2 digits with a leading zero the leading zero will be put in only when it is needed If you want the day or month to be exactly 2 characters long but with a leading space instead of leading zeros then specify 44 instead of 4 for the day or 77 instead of 7 for the month Entry will be output as 4 WOM wL OT ILT 04 Ao 1o JT 44 ON eel LT Most of the dates given in these examples are not very sensible index entries in a Cardbox database because Cardbox will not recognise them properly for indexing but the flexibility is useful for dates in letters or documents For indexing stick to the basic formats 4 7 1976 7 4 1976 1976 07 04 To make a macro enter the current date and time into Cardbox choose Dates in the Macro Toolpad to open this dialog box You will be presented with a drop down list of date formats Choose one of those or type your own in the text box When you are satisfied that you have the right format press the Copy button to copy the date to the Clipboard from where you can paste it into the Select Field AD Indexed Copy Text Paste Chapter 37 Macros 355 record Cardbox will record the date format you have chosen in the macro script 3 6 Field transfer In macros just as in normal
127. 3 merge block will show the date and time when you started the current Cardbox session When you are printing the merge block will show the date and time of the start of the print run Insert Date Date format insert Date 4th July 1976 4th July 1976 4_vi 76 Today s date onday 13th September 1993 5 15 Print run identification If you plan to make several Bint different selections and print each Printer is HP LaserJet 4 4M on LPT1 o of them using the same format you Start where y Current record 1 of 53 may want to add an identification to lanes acess the output so that you can tell which printout is which The print run identification does this It appears as ID when you are ID designing the format and you can insert it using Insert ID On display it is blank On printing it contains whatever you may have entered as D in the Print dialog box Defining merge block properties A newly created merge block is left aligned by default To change this or to give it additional properties use the Merge Block Properties dialog box as described earlier in this chapter Print what To open the Merge Block Properties dialog box m make sure you are not currently editing the text of the merge block if you are click elsewhere or press ENTER m right click on the block or Chapter 27 Merge blocks in formats 234 m click on the block to select it unless alread
128. 32 Anchor points text in formats 237 Appearance of records bold characters 0008 60 captions and fixed text 58 changin censeas 59 COO a atic 62 dialo DOK secu diraeteicaredten 60 exa EXT ee ern eee 58 font and SIZE cst ekienticns 61 global changes c 60 grid SPACING cccseeeeeeeeeeees 62 in print See Printer specific appearance indexed text ccceceeceeeess 58 italic characters cc ceeee 60 merge DIOCKS xsi 58 Normal TEX 3c 012 conte 58 Saving Changes 59 transfer between windows 114 underlined characters 60 width of lines and boxes 63 Ascending SOMt 0cc0e 64 67 Asterisk as multiplication operator 348 as wildcard character in data searches 9 in index searches SO Asterisk double as field name of extra text 90 Automatic height in merge blocks 225 width in merge blocks 225 273 Automatic indexing mode 167 Automatic numbering 258 338 Automation Batch edit eee eeeeeee 152 TACT OS eE 340 OLE Automation See Help Technical Articles B Backing up files 08 378 Backslash number date index identifier Sesame EEA ease 78 100 Barcodes eaa 258 in data output eee 228 Batch Edit COMM OLIN senese 153 Indexe erinin n 156 moving the insertion point 156 with validation 0000 157 Bi
129. 4 254 for assignment number in the first record press button B and it s automatically repeated for the rest of them Chapter 2 Your Cardbox database 31 Indexing You can index any item of data in any field for fast retrieval and to help you ensure correct indexing of the keywords that you will use for fast retrieval you can display indexed words in a distinct colour or typeface Indexing is automatic and takes place as soon as you store a new or amended record Formats native and alternative Fields are displayed in lighter colour Indexed items are highlighted A caption The screen background is greyed can be part of the fleld or of the screen background Frofession Actress 27 4 62 Roger Meron early in October Notes Stage name Imogen Blakeley Borders can be added to improve legibility You must use a format to display and print records Apart from defining the position and size of the fields a format can provide captions identifying their contents as well as various background features to improve the appearance and legibility of your records SAMPLE FIL Mo SAMPLE FIL a Mrs Imogen Quest Actress Surre F 8 4 44 10 000 44 Dr J B Harney Doctor Lancashire 2 11243 35 000 Frank Martin Esq Merchant banker Norfolk 9 10 57 30 000 Mrs J Hedley Actuary Comal 773 47 10 000 Mrs A Smythe Manageress Surrey 16 4 40 10 000 E Dr Ambrose Barlow Physicist Leicestershire 5 6 32 15 000 H Mrs Helen Bar
130. 5 Working with multiple database windows There are various operations in Cardbox which either implicitly involve the use of multiple database windows or which you can perform with greater ease by cross updating windows or by exchanging parameters between them Most of the relevant commands are provided in the Window menu Update and Auto update Chapter 3 Cardbox under Windows 39 If you have several windows open on a database and you change a record in one of them this record will automatically change in any other window in which it is displayed The same applies to changes in a format that is used in several windows Such automatic cross update normally occurs when you save a changed format or record but you can also make it take place earlier while you are still making the changes Window Cascade Shift F5 Tile Shift F4 Update F9 1 NAMEORG FIL v 2 NAMEORG FMT NAMEORG FIL FJ Name Mr A P Blocklehurst Position Managing Director Organisation Commercial Investments Company Limited Address Cobleton House Blowers Hill Leatherhead Surrey KT 22 BRD Tel Fax 0976 65765 0977 66533 Press F9 to see how the changes are reflected in other records in this case while you are editing a format Window Cascade Shift F5 Tile Shift F4 Update F9 Auto __Auto update ShifttF9 Shift F9 Fetch Give About this window New 1 NAMEORG FIL 2 NAMEORG FIL 2 NAMEORG FIL Nam
131. 6 LON INV TRUST may well match only London Investment Trust in your records Effect on sorting Records are normally stored in the sequence in which they were originally added to the database but you can sort them into a different sequence both for display and output You can arrange records in Custom sequence based on several fields and using all indexed items in the chosen fields as sort keys Single field sequence based on a single chosen field and using only the first indexed item in the field as the sort key Further details of the relevant commands are given in Chapter 8 here we consider only the effects of condensing characters on the sequence you would obtain using the Sequence command related to a single field Chapter 21 Indexing 174 Assume that the field begins with the indexed names listed in the table below and that records are stored in the sequence shown in the first column The sequence which you will obtain will depend on the character separating the words as follows m Space Since the command takes into account only the first indexed item in the field all names beginning with Data will come first in their original database order followed by longer single word names in alphabetical order as shown in the second column in the table m Hyphen With hyphenated words Cardbox uses the composite form in sorting and records would be sorted in the sequence shown in the third column Underline The underline
132. 6 30 000 Miss Patricia Blore Banker London WW 8 F 23 5 55 10 000 _ _ E record Accountant Lancashire 7 12 60 7 500 In such a case the current record is framed by a thin black rectangle and you can also browse through the records a page at a time see Chapter 13 Displaying extra text button Seaman Ctrl F awe Extra text Main record split window Shift F3 Sequence Ctrl U Estra text Teme b E Appearance Ctrlt A Extra text a If the command Extra text is not dimmed in the View menu it means that extra text is attached to records of the database and that it is included in the current format In this case m the command Extra Text or F3 from the keyboard will toggle between the display of the main record and extra text alone A click on the page flip button arrowed in the middle picture above will have the same effect the command Split window or SHIFT F3 from the keyboard will split the window between the main record and extra text You can move the bar separating the two portions of the window to change their relative size Chapter 6 Running an existing database 57 Click on this button to see the abstract Scan titles in multi record display ABSTEXT FIL This paper introduces 4 method for automatic reformulation of boolean queries which bypasses the problem of analysing and modifying the original query Instead relevance judgements are used in order to calculate weights for the te
133. 8 records selected Include from window 1 Level 6 11 records selected The command Window Merge will turn the cursor into a hook in the same way as the Window Fetch commands described in Section 15 1 When you click on a window Cardbox will merge the records it contains into the active window the window that was active when you entered the Window Merge command This step will be recorded in History in the form Include from window name and number but no further information on the selection brought in will be available in the History display for the target window To see how that selection was built up you must refer to the History of selections in the source window The Fetch search mode In the Fetch search mode the search commands work in the same way as in other modes but the search criterion in this mode is the presence of records in another window rather than the contents of the records So Select will retain only the records that occur in both windows Select Also will expand the current selection by adding those records that were present in the active window at the last level of selection and that are also present in the current selection in the other window Exclude will discard the records that occur in both windows Exclude Also will have the same effect as Exclude but without a change in the level of selection Chapter 15 Advanced search and browse techniques 118 Include will bring into the current selecti
134. 9 3 HANDLING LARGE FORMATS cccccsceccecceccececceccecesceccecescescscescesens 250 SCS CT OVA S sasrp ba sieseamasiitan a obese dabin 251 ZOOMU O En AT A T seh rc estes tates Zi 29 4 SPECIAL FIELD HANDLERS mrncari E a a Na 252 Installine feld handlers oinar eea E O 254 The option buttons handler ccccccccccccsccccccccccccsnessccsccececeeasessseeceseeeeaaanes 254 The check box handler cc cc ccc cc ccccccccuccccuccccuccccecuccccccssccuscscususcucusceceees 256 PE OUIVS ANE TEX Of Meld raria ics taulaedag eaaviscaoussuaeeaas 2357 29 5 BAR CODE HANDLERS ccccscecceccececcecceccscesceccscescescecescescesescescusens 258 29 6 TIMESTAMPING AND AUTOMATIC NUMBERING esceeceeceeceeceess 258 PWT C STAIN UNO eho ses ait E TE esas ideal E 258 Amoma e NUINDCTIN Oaa en oun E EE as A OEE 258 29 7 CREATING RULED FORMS ccsccsccccescecceccsceccecceccscesceccecsscnsescesees 259 CHAPTER 30 PRINCIPLES OF PRINTING cecceccees 261 BON PAPER SIZES conne a e a a a 261 O FLEABFETI TE eaae aa E eR ETS eR 262 The contenisol a label ploen a E T 262 30 3 PRINTING IN COLUMN S zanni a a aa 263 e OE TEXT TE NR E E EA 264 Liser ING CIS aE E 264 30 5 UNITS OF MEASUREMENT csccscescecceccscesceccscescescescscescescscescesceees 265 30 6 PAGE ORIENTATION vron O eee 266 CHAPTER 31 PRINTER SETTINGS ccceccscccccccccens 268 The Printer Settings dialog DOK xissctisincsinda ceca coleettc
135. BASEONE FIL v 2 BASEONE FIL 3 3 BASEONE FIL 2 You can merge selections both from the currently open database windows and from those minimized to icons Chapter 3 Cardbox under Windows 42 eL_BASEONEFI ele Selection 1 View Format Ctrl F Extra text F3 BE BASEONE FIL 2 GES Split window Shift F3 Selection 2 History of selections Ctrl H _ El Baseone ri 3 A Selection 3 Selection 3 1 Sequence Appearance Ctri A L Selection 3 1 A5 Before merging an intermediate selection you can readily check in History to see what search command you used to build it up 3 6 Retaining windows between sessions Cardbox automatically remembers the arrangement and contents of all your windows and the windows that were open when you closed a session will be restored in full the next time you start Cardbox This applies to the following window attributes Window name size and location Record within selection Format Record or extra text in view Appearance Relational links Level of selection Same links between windows History of selection Tagged records Sequence in force Temporary kept selections You can turn this feature off with the File Utilities Configure Cardbox command as shown above or you can also turn the feature off temporarily by holding down SHIFT while closing Cardbox Cardbox normally stores your session information in a file called SESSION CBX in your Window
136. CCTIN GO TC FONE and Si E eisie n e aaa 6l CHAN CINE COLlOUTS aian EAT OA OIO 62 GASPAR 62 LAN WIGH E E E E E A 63 CHAPTER 8 SORTING RECORDS sssssssssesscsccccceccccccsoccssssssssssccesoe 64 SINGLE FIELD SEQUENCE neuian N 65 CUSTOM SFOUEN CE reaa E a a 66 Effects of other operations on sorted VECOTAS scccccccccceeveeeeceeceeeenees 68 CHAPTER 9 SEARCH AND RETRIEVAL eeeeeeeeceeccsssesssssssssssssseoe 69 Th ma searen MOdeN neriie a N E a 69 The basic terminolo g Yinsenin E E ademas 70 Searc EL 0141111 0111 0 S eir a E E T 71 Commands which narrow down the current S lCCtIONL ccccceeeeeeseees 71 Commands which expand the Current selection ccccccecccccceceeeeneeeseees 71 Commands which undo previous Search COMMANAS cccccceseeveeeeeeees 72 History OF SCLC CHONGS niri a Sauk A T E A 72 SCLCCIIVE SCONINIM O oar ara apshe E a aea 72 The search parameters dialog DOXES iecccccccccccsseseccccccceeeeneeessescceeeseeaaeees 73 CHAPTER 10 INDEX SEARCHES sssssssssssssecescccceccecceccocecesssosssssssos 74 10 1 THE ELEMENTS OF A SEARCH SPECIFICATION 2sssseeeeeseneeeeeeees 74 10 2 AN OVERVIEW OF INDEX SEARCHES cccccccccceeeeeeseeesssessseaeeeeeeees 75 SOTA CUS a A E TTE E EE NOIE 76 10 3 CHOOSING THE SEARCH COMMAND 1 ccccccseccesecceecceeecceeceeseseeesees 76 10 4 THE SEARCH DIALOG BOX nitenan a a a a ieee TI 10 5 SPECIFYING THE FIELD TO SEARCH eeessessecceeeeeeeeeess
137. Cardbox for Windows Cardbox Software Limited Copyright 1994 2000 Cardbox Software Ltd All rights reserved No part of this publication may be copied or distributed transmitted transcribed stored in a retrieval system or translated into any language in any form or by any means electronic mechanical photocopying manual or otherwise without the express written permission of Cardbox Software Limited Cardbox is a registered trademark of Cardbox Software Ltd The Cardbox logo is a trademark of Cardbox Software Ltd Cardbox software copyright 1982 2000 Cardbox Software Ltd Portions copyright Microsoft Portions copyright Accusoft Portions copyright Iterated Systems 1990 93 Fractal Image Compression and Decompression are covered by international patents belonging to Iterated Systems All enquiries relating to the use of such technology should be addressed to Iterated Systems Ltd at Wyvols Court Swallowfield nr Reading RG7 IPY Phone 01734 880 261 Fax 01734 880 360 Genuine All other products named in this publication are trademarks or registered trademarks of their respective owners Visit the Cardbox web site at http www cardbox co uk for e useful information about Cardbox e software updates e add on programs o technical support CHAPTER 1 OUTLINE OF OPERATIONS eccssseeeceees 18 STARTING CARDBOX odie catia a ae ee eeen eae eee 18 CSTR TM Gy tee cee acta hci Soa ee Baie ents Aaa die et
138. Cardbox will take you to Step 2 in the previous section where you will have to choose Batch to continue batch editing Ignore this error will be ignored for this record only Batch editing will continue with normal validation Not all validators will allow you to ignore the errors they report Cancel Cardbox will take you to Step 3 in the previous section allowing you to skip the current record or cancel the entire batch operation Chapter 20 Designing your database When designing your own database you should think of what information is to be stored how it is to be presented on the screen and in printed output m on what criteria it is to be retrieved how it is to be sorted or sequenced In detail you will have to decide how the card should be divided into fields how the information in each field should be structured and indexed Bear in mind first of all that the size of the card the number of fields into which you divide it or the attachment of extra text do not in themselves have any effect on the size of the database file on the disk Each record takes up only as much disk space as is needed to hold the text that it contains In addition to the space required to store your entries some space in the database file will also be taken up by the index This additional space requirement depends on how heavily you index your entries but it is not significant enough for you to worry about when you decide whic
139. Close Chapter 3 Cardbox under Windows 38 3 4 Further information about database windows You can get further information about a database and its window by using the command Window About this window About this window Filename C PRESS4 TECHREFS FIL File size 3 228 864 bytes Description Change description Database maintained by JB Howard Window name TECHAREFS FIL Format ABSTRACTS Author title publication and date A short abstract on card fuller in extra text Level 6 record 1 of 165 The upper part of the dialog box gives you the full filename of the database and gives you other information about it the lower part tells you about the current window Entering the database description To enter a database description or change the existing one click on the Change description button and Cardbox will open the appropriate text box As well as being visible in the About This Window dialog box the description will appear in the Open dialog box whenever you try to open a file Renaming database windows If you have several duplicate windows open on a database Cardbox will give them names with the suffix 2 3 etc to distinguish them You may not find these names very informative In any case you may find it useful to expand the standard window name to remind of what you are doing in it To change the name of a window type the new name in Window name in the About This Window dialog box 3
140. E E TNO OEA 230 Entering data TE CT ENCES cai dinsiibadelciaiaoedcadiesoatihestedsietassntasavetentitesmies 231 Defining merge block properties cccccccccccccseseesccecceeesaeeeesseceeseeaaaeees 233 7 1 3 ERRORS IN MERGE BLOCKS irii aana a eae eeeitak 234 27 4 THE APPEARANCE OF MERGED TEXT seeeeeeeeeeeeeeeeeeeeeeeeeeeees 234 CHAPTER 28 THE FORMAT BACKGROUND z ec ccccccsseseeees 236 Del MEIN BS AND BOXES witess2 3355s sctel cedansetehanteahinant a 236 Does RED TES qicss bates cat aecieeas Gunheteegaceiitnd hav eetsiases Gaels ehieucesines ateahiets 237 TU CTV OTOL S NEEE sheets ae cea E E T nee PAE E 238 ANONO TOMI 6 sia tae EE T sie Aaeeeee 239 TE AUTO VON aaa EEE sce cuales E etc iclaalh sia EO 239 DOLCE ION osien aie EE E EE A 240 20 GRAPHICS IN FORMATS oarra a Neato en ames 240 Table of contents 12 TUS CU UU OL OT GTI O asi tes lettre E haat hes ccc et nce al E T tains 241 Pos oa O a e a a i a a 24 DEPIS I OGG AEREE TEETE ETN NTO 242 20 4 HEADINGS AND FOOTINGS miras elec ete a ss 242 28 5 PUSHBUTTONS IN FORMATS ccsccscceccecceccescscescesccscescescescessescencs 246 CHAPTER 29 ADVANCED FORMAT DESIGN cccee00 247 29 1 SEQUENCE OF FIELDS 0 cceeccoeccceccceccoesccsccossccssccssccsscctscetseeeces 247 29 2 SELECTING AND HANDLING MULTIPLE ITEMG csceeceececeeceeees 248 Moving and deleting groups Of format items ccccccceseeeeecececeeeeeeeeees 249 2
141. Field properties ehane E aiae 212 adjusting indexing 214 dialog DOK Hs sctecveennceseontsgeess 210 OVETVICW cccccceececcceeeeeeeees 206 SEO raise Hence semen csn 212 Field references in merge blocks PP diet iken EEE OR TS 225 Field to search index specification 78 pointed out in the window 78 selected in drop down list 78 specified by name 78 Field type A TA cnet eee Ae een CE Ce ar 317 ODOC opein 386 CON ae E 209 Field s CADUON aen 161 208 internal vs external 161 CTCAMING saae 209 deleting See Deleting fields CeScriptiOn 0008 162 207 indexing modes 0 208 PUIG NC e 207 TANTS as 161 207 position and size 04 206 OV EL AP opran 207 properties See Field properties Fields in formats Overview 182 Fig Tile Ty OC sxe tseeeecatcs 32 176 File menu commands CIOE eae eee eee 188 3 on 188 New database 178 187 Olea eee rece ree 20 37 177 Piee 108 268 Print PreView cceceeeeee 108 Print this format 188 Printer settings 110 268 Quit without saving 136 141 178 179 SIVE a 179 187 191 SAVE ANo 187 191 SAVE AS NOW cceecceesceeeseees 136 Save record 136 153 154 Separate MENU sions 136 Transfer RCAC iis testes leicester 291 Read from window 304 W TRG co ennen 296 301 Utilities Adjus
142. File menu is not the right place for these commands because they refer to records not files you can use File Separate Menu to move them to a new menu called Record Chapter 5 Special features Apart from the conventional menus Cardbox gives you direct access to various commands through a toolbar additional control buttons and various hot spots 5 1 The Toolbar If you use a mouse you can gain instant access to the most frequently used commands by clicking the appropriate button in the toolbar The command corresponding to each button is conveyed by an icon and is also displayed in words when you point at the button Disabled commands The buttons displayed in the toolbar are confined to those relevant to the current operation but certain commands may be disabled under some circumstances in which case the button is dimmed Here are two examples The button shown on the left cancels the last step in Ed searches or editing This button will be dimmed if you Le have not made any searches or changes to be undone The button which will display images in full size and full colour will similarly be dimmed if there are no images to be displayed The Toolbar buttons The table below describes the action of the various buttons and the command sequences which they generate Button Action Command sequence Open a new database window File Open Print records File Print Print preview File Print then Preview in the Print co
143. INSWORTH A ACACIA ADAH ADLAM AHERN AIRD A ACADEMY ADAMS ADLER AHERNE AIREY A ACE ADCOCK ADOLPH AHMED AIRLIE A ACHARD ADDEY ADVANCE AHRENS AISHER A ACKRILL ADDISON AFFLECK AIKEN AITHISON A ACKROYD ADDLETON AGAR AIKMAN AITKEN A ACLAND ADDLEY AGATE AILLES AKEHURST A ACORN ADDS AGER AIHE S ARERHAN A ACOTT ADDY AGG AINLEY AKERS A ACRES ADES AGNEW AINSLE T AKHURST A ACTION ADIE AGHIH AINSLIE AFINS A gt WARHNING Preview was interrupted the list shown may be incomplete Mo terms marked All terns willbe used in the search Chapter 10 Index searches 85 You can use such a partially compiled preview for selecting terms as search parameters and if you click OK or press ENTER without marking any terms then the interruption will be of no consequence you will still get the full selection matching your search parameters But once you have interrupted the preview you cannot resume it You can only cancel it Cancel button or ESCAPE to return to the dialog box and start again All fields previews If you enter a search specification without specifying the field to be searched then the search extends to all fields and the same applies also to previews With each term matching your specification Cardbox lists also the field in which the term occurs using the delimiter for the Word index and for the Number date index Preview of Preview of US DEVELOPMENT 20 US DEVELOPMENTS 2 PO DEVELOPEMENT 1 US DEVEL
144. ME ALT CTRL HOME CTRL END ALT CTRL END Chapter 13 Chapter 34 3 3 Multiple windows on a database You can have several windows open on the same database each usually for a different purpose You will find several examples on the use of multiple database windows in this manual Note Once you have opened all the windows that you want Cardbox will remember them and will re open them every time you start Cardbox For further details see Section 3 6 There are two ways in which you can open a new window for a database which you are already using The choice depends on what you want to achieve Window New File Open You can use this command to create l Lascade the an exact duplicate of the currently eee active window The new window will About this window acquire all the attributes of the New ss 1 SAMPLE FIL original that is the same format v2 NAMEADDR FIL 3 TECHREFS FIL selections sequence and browse position You can also duplicate a window by dragging it while holding down the Control key You can also use this command to open another window on the same database In this case the new window will not acquire any attributes from an already open window Whichever way you use each duplicate window that you create is identified by a number 2 3 etc You can close individual windows in the standard Windows way or you can close all the windows on a database at once by the single command File
145. NG anura 250 WIG WING tes steers aA 251 Laser Margins ccccceeeeeeeees 264 Level of selections change with search commands T EE A E A 71 dermed oroipena A 70 Lines in formats See Format background Linking objects cee 385 Linking windows See also Multiple database windows OMGIMG existent i eectnteei edie 28 Same Browse position 114 cancelling link 115 extending link to other WINCOWS Siaina 116 NCIECHOM seci 114 Loading data from files 06 290 Nare aaa S 317 M Macro Calculator See Calculations OPEIS coaren Gun 346 Macro files CHAN CIS eee 344 Macro Manager described anini 343 OPENING siie i 343 Macro s assigning description essani 342 aaa E EE EE ET 342 shortcut keys 342 COMED a 342 dele UNE scera 344 COINS Giselasierccetactet acti 344 embedded within macros 367 field transfer 00eeee 356 loops compared with Batch Edit eena 363 derinin enas 363 DESINE aia 366 OVELVICW aeiiae 362 messages EOE aea E 375 pUe 371 PIE ae ttn nas lenanantees 375 DIOSTOSS ereire iti eea 374 EEA e PEES TTT 374 OVELVIC W niran a 340 playback interrupting ceeeeeeee 343 pPlayba konaca 343 EN OLS r 376 recording sser 341 CANCCUING oroni 342 COLS aonn 375 scrapbook fields 357 script special characters 344 WAG WA oas 342 TOoIpaG cies 340 VIC WING asii iti lete 343 Macros m
146. Na 381 RE OPENINS a database seis inten Jess pei nE e e extent estes an ashen 381 Changing to another profile sisi sscancsciasuacvesaaaieaanvs an Reena 381 38 4 ENCRYPTING YOUR DATA cier rite Rit Mineo eRe 381 PACEN PUNE OIA ASC saris beeen ceed ceca eok ctl aan deieatl chal ea tse Rasa Jatt 382 Decrypting a database or changing encryption KeyS ccccccceeeevees 382 Opening AN encrypted AAtADASE isens e 382 Re opening an encrypted AAtaDASC ccccccccccsseeeccceccceeeeeaesseeseeseaanenes 382 CHAPTER 39 NETWORKING eeooeccccccccccccccccccccccsecccccecccccccecccecssee 383 Tostal lM CAA DON aAa E e a O cadeatecs 383 I SPIA E TECO S E E EREN UAE 383 LUNE VOCA S asen ctere uate ieeeee tabu ede cuebe sais phate iat eet acetates 383 PQS TOMOS a aaecescuned pssst N E cvecle Onna tsuuiab etic 383 Exclusive Opera l ONS ace ssshscscce ds conc uadennsecudesenasceasconouscaaeenteteaoeuaiGeeeis Ge 383 Wanin o MESO COS EE EEEE ale seenecaaeeiad staaweueheatsseuanask ss 384 Table of contents 17 Laptops and GOCKING stal ons crrr iioii i aa E E 384 Other sources Of INfOTINATION cccccccccecccccccceeee a eecseceeeeeaaeeesseeeeseeeaaaanes 384 CHAPTER 40 OBJECT LINKING AND EMBEDDING 385 A0 ETAR OBIECTE ED ees enn rerentne nanan te rnenr tore 386 AO Z INSERTING OBIE CUS area casebecasvaudatacncabeeeieoeetnores 387 40 3 PASTING OBJECTS FROM THE CLIPBOARD cccccccccccceeeeeeeeeeeeeeees 388 AQ A EDING OB UECUS ssi s5i5
147. OE ainen EET T eee 336 VACA GRA OE AE ee a a er ere 337 PRC OPT OLS EEEE Sos este E a oatsuck Cosiesine EE 337 CHAI CC COSC ER ENE R A EEE A EE EE natin E AAA T EE A 337 E A EEA TI RRE T T EE E eee elites 338 D0 SAU TOMATIC NUMBERING 1 55256 ies noe es cd icicle ieee ished eaieeed 338 Numbering TACT ON sisirin iniiao aSa r 339 Numbering existing TOCOTOS eas sicssincsicisteeieia iocndatiha secs ese tadseveapeess 339 Multiple automatically numbered fields cccccccccccccccseeeeeeeesceeeeeeneeees 339 CHAPTER 37s MACROS itinerant 340 5 fl CREATING MACROS unsin n 341 52 EN VING A MACRO iiss caine e A enaadetuauieacheeieacw 343 Interraptng the playback siioni NE TA AA 343 Viewin o aA mAT eeann T 343 37 9 THE WIACRO NIANAGER aeeiio 343 DT CALCULATIONS ir a ete sc det E AEA aaeat dake 345 Referring to fields in CALCULATIONS ccccccccccceeneeecececeeeeeaaeneeeeeeseaaaenes 347 Calculations USING numbers ccccseseeeeeseeeeseeeccceeeeeeeecaaaaaaaaessssssseeeees 348 Calena ons USING dae Sa E E E tection tie id pe tees 349 Farmal Ol TESULIS aE E E T EE E TON SIZ LIFOS 11 CONCUICUIONS S rona diddetuas dashaleiade eetidenettdbadeiiee dup iladaceanech 353 IS DA TE AND TIME areir tse cote NENE OE eeseade 353 9720 FELDTRANSFER ciiai a a E T A NN 355 Fields and omer aala ora a EO EE a as 356 37 7 SCRAPBOOK FIELDS airsan a uae iach cana ote aneecaaees 357 Table of contents 16 DSO MOOR IN Giese cessed ahora E ER 362 Looping versus Batch ed
148. OPMENT 20 A4P DEVELOPMENTADMIN 1 4P DEVELOPMENTS 1 A4P DEVELOPMENTADHMIN 1 4P DEVELOPMENTS 1 No terms marked All terms will b 2 terms marked for use in the s This example shows the amp count preview of all fields containing indexed terms beginning with DEVELOP i e with the Search for specification entered aS DEVELOP You can use such all fields previews to search several fields at once as shown in the example on the right above Chapter 10 Index searches 86 Saving the preview to a file or the Clipboard You may sometimes want to copy the contents of the preview to a file for further processing or MONE Close Altt FA4 for use in validation The system menu of the Preview dialog box contains commands to copy f Copy to file the whole preview to the Clipboard or to a file To access it click on the top left hand corner of the dialog box Windows 3 1 right click on the title bar other versions or press ALT SPACE 10 8 Selecting search parameters in previews Preview of Exclude ACCOUNTANT 17 PROGRAMMERS ACCOUNTS 1 PROPRIETOR 223 ADMINISTRATION 16 REGISTRAR 1 ADMINISTRATIVE SCIENTIST 19 ADVISOR 1 CLERK 145 COMMANDING 1 CONTROLLER 1 CURATOR 1 DEPUTY 1 FINANCIAL 45 INSPECTOR 2 INSTRUCTOR 1 LEADER 1 LECTURER 12 MANUFACTURER 122 OPERATOR PARTNER 16 PRINCIPAL 13 4terms marked for use inthe search The preview list is an ordinary Windows list box and
149. OVE CURRY DONALDSON EDGINGTON FENWICK ACADEMIC ACCOUNTANT ACTRESS ACTUARY AGENT ARCHITECT BANKER BARRISTER CHARTERED DESIGNER DIRECTOR DOCTOR Cardbox keeps a separate index for each field and it notes the records in which each indexed item occurs Preview of Select NORWICH PLYMOUTH RAINTON SAXTHORPE SEVENOAKS SHEPSHED SLAIDBURN STOKE THETFORD TONBRIDGE TWICKENHAM VERYAN WISTON YARMOUTH LEIGH LOUGHBOROUGH No terms marked All terms will be used in the search When you come to select records Cardbox can list for you the words indexed in the given field and let you select the search parameters from the list This gives very fast retrieval of the records you want but to take full advantage of this fast retrieval you should understand how Cardbox indexes your entries So we explain in this chapter how Cardbox indexes words numbers and dates and how you can control this process Chapter 21 Indexing 167 Indexing affects also the way in which you are able to sort records into sequence and we explain the options that you have in the final part of this chapter 21 1 Indexing modes Having decided how to divide your record into fields and which items are to be indexed you can ensure consistent indexing by defining for each field the appropriate indexing mode Indexing of text entered from the keyboard 1s left to you Nothing you enter will initially be indexed but you can change a word
150. PETEN EEEE A E 79 validato ssena 336 Unlinking windows cancelling Same link 115 Untagging records 0006 96 User profiles ACCESS code 380 edian csaa 381 master password 381 OPUODS mn ea 380 PASSWOTCS cccccceeeeeeeeeeeees 381 SCttING UP eseria 380 V Validation See also Validators against Cardbox databases 333 against lists 00068 331 332 against ranges 331 assembling field validators 326 batch operation 0 328 default entry cceeee 333 enabling disabling 325 enforcing overriding 331 OTTON eca he dese esl 327 in normal edit 327 OVERVIOW rosati 324 PEKIS Sesana 328 principles of operation 325 setin ND eserse 329 Validators MMS CANIN S e an 330 PEMO VIN oseni a 330 rEOrdEN ssena 331 specific Options 6668 333 SUOPIIS S ciusiseteececliesercies 324 Vertical browse bat 103 VGA display image colours 310 315 VIC Wile Diea 55 View menu commands Appearance 00 59 236 Change format oresar 55 Change Format 187 EXE ann 55 220 Highlight matches 55 Printable dr dose iann 276 Sequence of fields 247 Split window 04 55 220 ZOOM Options 252 W Wildcard characters in data searches 066 91 in index searches 79 in names of kept selections 94 Window me
151. Previewing COMMAMNAS ccceeeeeeeeeeeeees 19 indexed terms See Preview of selections see Preview of selections printed output See Print previews Toolbar button functions 19 Print command c66006 108 Print PreVICWS 00 ceeeeeeeees 111 laser Margins eeeeseeeeeeeee 264 Print run identification ID 110 245 Printable area display in format I EO E E 276 Printer OUATE TAE EA E E 269 Printer configuration dialog DOK sieinsncaraeeicers 270 number of cCopies 5 270 PAPEL SOUTCE ec eeeeeeeees 270 Printer settings 1 record per page option 274 APPCALANCE sccsireneedeagrarstalaies 275 dialog DOX eeeeeeeeeeeeeeeeees 269 gap between record 21D naming the printer 269 number of Copies 5 274 omit blank lines at end of TOCOLdS i e booed eaten 273 Paper SIZE erais 271 printable area display in format PE E EEE E 276 Printer and Paper dialog box E EEE EEST PEE 269 splitting records across pages er EENAA ee 274 SUMIUMATY oya 261 text Margins 264 272 WOON DAE eeN 268 truncating records at end of DA aes cee eee 274 units of measurement 265 variable text width 213 Printer specific appearance background shading 275 bold characters 0008 219 dialog DOX sssseeeeeeesssesssssesee 219 TOME and SiZe sxnusrcasecsaceoeves 275 italic c
152. R in window SAMPLE _FIL 2 Level 2 1650 records selected Select CO using field CO in window SAMPLE FIL 2 Level 3 420 records selected Level 0 5000 records selected Select HAF using field HA in window SAMPLE FIL 2 Level 1 340 records selected Select PR using field PR in window SAMPLE FIL 2 Level 2 43 records selected Select CO using field CO in window SAMPLE FIL 2 Level 3 6 records selected Note that in Boolean terms the search which we have performed 1s Name starting with WRI OR starting with RI AND Profession DOCTOR OR SURGEON OR PHYSICIAN AND County ESSEX OR SUFFOLK Chapter 17 Adding and Editing Records In this chapter we describe how you can Add new records to the database from the keyboard You can also add records by loading them from a file see Chapter 33 for details Edit existing records in the database Duplicate and edit existing records to create new ones Delete records Two related batch operations are described in the Chapter 19 Batch Edit lets you edit one record and then make the same changes automatically to all remaining records in the current selection Batch Delete deletes all remaining records in the current selection Before you start Merge blocks are described in Chapter 27 Before you start any of these operations think what you want to achieve and check whether the records on which you intend to work are in a proper state Bear in mind the foll
153. SITION Position offered Use as search text EJ Indexed terms If multiple terms uze O ist term only 1st OR 2nd OR 3rd OR 1st AND 2nd AND 3rd AND EJ Words q Numbers dates Command characters Discard Use for ranges and wildcards Eee dewey Eade meroh O Live ae giayt of por O five ap IN gf PRU HMore gt gt gt These are the options we specify for the position To cater for a variety of possible descriptions for the same position we allow alternative multiple terms by choosing the option 1st OR 2nd OR 3rd OR Chapter 16 Relational searches 128 As soon as we choose OK Cardbox will perform the search on the APPLICS window using the position described in the current record in the VACANCY window Note It may happen that the position specified in the current record in the VACANCY window does not match any records in the APPLICS window in which case we would not be able to define the link for salaries because the Relational Select command ceases to be available with no records in the current selection In such a case we would have to switch temporarily to the VACANCY window and browse records until a selection appears in the APPLICS window switch back to the APPLICS window and define the link for salaries Relational Select Search window APPLICS FIL Field SALARY Salary e Get search text from window YACANCY FIL Field SALARY Salary el Use as s
154. TTER TAYLOR Egham HEDLEY TEMPLETON HOWARD TUCKER JORDINSON ULLATHORNE County Surrey KELLEY WATKINS LAST WESTERTON LAVY WILKINS Last contact 27 4 82 Ro LAWSON WOODS Next contact early in Octd Field to search all fields leave this blank Search for U se Word index Numbe Select also Exclude Exclude also Include Move Close Alt F4 MARTIN MIDDLETON OVERTON PEARSON PEMBRIDGE PERKINS PORLOCK QUEST RAMSAY SKILTON SMYTHE No terms marked All terms willbe us Select Chapter 5 Special features 52 When editing a record A click on the field name in the status bar opens the AD Addes est D se ounty ostcode ara Go To Field dialog box l BI Dare of bith DD MM YY SX Gender which saves you scrolling ee ee Next conta a large format to find the Address street and town index town IH Gross annual income PR Profession Occupation Notes Sta S Editing Index INS Sa street and town index town edit When editing a format A left click on an item SAMPLE FMT m such as a field in this example will select the item for resizing or deletion Double clicking will open the item for editing A right click on an item SAMPLE FMT siose heen TT E E and will in addition open a gt ar Name AD the appropriate dialog box Ht Caption for setting its properties ST oo cscsiption Maii CELLLLII Type Manual Automatic all Chapte
155. The YDate n and MDate n functions work on integer values of n only and ignore any fractional part Here are a few examples assuming field BI for the date of birth NC for the date of next contact and IN for annual income YDate 50 Bl the person s 50th birthday Day NC how many days until we next contact him IN Year NC how much he will have earned between now and then Hint When designing an elaborate formula it is worth starting with a simpler one For example you want to order a special birthday present which will take some time to come She was born on 23 May 1957 today is 5 April 1994 how many days till her birthday Expression Result Year Bl 36 55 her age today in years and fractions of a year int Year Bl 36 her age in years only 1 int Year Bl 37 her age next birthday ydate 1 int Year Bl Bl 23 5 94 the date of her next birthday day ydate 1 int Year Bl Bl 48 the number of days to her next birthday Chapter 37 Macros 351 E Example payment date of invoice Your invoices are due for settlement within 30 days of issue date field DATEINV When is the current invoice dated 23 12 93 due for payment Macro Calculator Macro Calculator Result Missing operand Scientific Abst E Format Result 22 01 94 Calculator Date Date x y Select this expression in the Date list Expression 30 Enter 30 Field DATEINV Select this field in the Fields lis
156. Undo To Use Delete character before the insertion BACKSPACE point Delete character after the insertion DEL point Delete word before the insertion point CTRL BACKSPACE Delete word after the insertion point CTRL DEL Undo the latest change in the field CTRL Z or Edit Undo Undo all changes in the field CTRL SHIFT Z or Edit Undo All Word wrapping and scrolling When you edit records Cardbox works effectively as a word processor treating each field as a virtual document window Consequently you are not restricted in the amount of text that you can enter in a field When the text reaches the right edge of the field then m ina single line field the entire text is scrolled to the left m ina multi line field text is word wrapped to the next line If this occurs in the last line displayed in the field then the existing text is scrolled up to provide additional lines Chapter 17 Adding and editing records 140 When you type into a field which is not fully displayed in the database window Cardbox will automatically scroll the record within the window to keep the insertion point constantly in view Dividing text into paragraphs You can divide text into paragraphs only in a field that has at least 2 lines of space in the current format To do so just press ENTER to move the insertion point to the next line Cardbox will not accept the ENTER key in a single line field Inserting text from the Clipboard Use the command E
157. You can search records on Search Select m indexed terms words numbers and dates Gelect also Exclude Exclude also m tagged records Include Undo one level lists of selections kept in earlier searches Clear all selections search parameters related to other windows or History of selections Ctrl H databases Relational You can direct your search for indexed Tag terms or unindexed text to a specific field or Keep extend it to all fields and you can specify ranges and ambiguous search parameters wildcards unindexed text Using previews in search commands is described in Section 10 7 Chapter 1 Outline of operations Select Field _ Z to search all fields leave this blank Use Word index D Number date index press button to override Search for 4D EGHAM 1 AD ENFIELD 1 4D EPSOM 2 4D GUILDFORD 1 ADAISLINGTON 1 4D KENSINGTON 2 4D LAUNCESTON 3 4D LEIGH 1 4D LOUGHBOROUGH 1 4D NORWICH 1 4D PLYMOUTH 1 4D RAINTON 1 4D SAXTHORPE 1 4D SEVENDOAKS 1 NAAWESTERTON 1 NAAWILKINS 1 4D COALVILLE 1 4D COLNE 1 4D CONGLETON 1 4D ECCLESTON 2 SELECT preview 4D SHEPSHED 1 4D SLAIDBURN 2 4D STOKE 1 4D THETFORD 1 4D TONBRIDGE 2 4D TWICKENHAM 1 AD VERYAN 1 AD AWISTON 1 CO CORNWALL 5 CO KENT 4 CO LANCASHIRE 6 CO LEICESTERSHIRE 5 CO LONDON 13 CO MIDDX 2 27 In index searches Cardbox can preview the terms that it will use in a search and y
158. act for a further 12 months from 1 4 93 at a fee of 1 678 55 I am sorry that a small increase from the 1 623 45 you paid last year has been necessary to cover higher labour costs The top of this illustration shows a record the middle shows a format containing merge blocks and the bottom shows the resulting letter The merge blocks consist of some text and field names enclosed in curly brackets These are field references that tell Cardbox where to insert the contents of the field In headings and footings merge blocks can also display m page numbers m record numbers m the size of the current selection date and time of printing m print job identification 27 1 The properties of a merge block A merge block can have certain properties which are not applicable to C Automatic height normal fields and you set them in this C Automatic width dialog box As shown below the properties which you choose will affect Sl Ocem Omo the appearance of the mailmerged text sii mai pai and you should bear this in mind when deciding where to position the block what size to make it and how to lay out the text and field references within it C Pack multi line fields into one paragraph Automatic height Automatic width These properties allow the block to expand from its initial size to whatever size is necessary to show the whole of the mailmerged text for each record Here is an example The two merge blocks ee A AAA Raa
159. action of the validator to words matching exactly the words on the list Exact match means m identical case of individual letters e g Brown will not match brown and identical incidence of non indexable characters such as commas or apostrophes Length of field This validator enables you to restrict the overall length of entries in the field either in terms of the number of characters regardless of their width or in relation to the available space in the field Length of terms Length of terms Characters fe Validate EJ Indexed EJ Unindexed O Hustn t ignore This validator enables you to restrict the length of individual terms either to a single length eg 2 or a range of lengths eg 1 8 meaning from 1 to 8 Number of terms Count EJ Words L Numbers L Dates EJ Indexed EJ Unindexed L Huztn t ignore L Don t count unrecognizable numbers dates In this validator you can specify the number of terms as a particular number or a range defining in the Count check boxes which terms are to be included in the count You can specify any combination of words numbers and dates in the Count check boxes and the validator will check their aggregate number similarly you can count indexed terms unindexed terms or both You can make this quite sophisticated for example to allow exactly one date and no more than 3 words install two Number of Terms validators one to count dates and require exactly 1 a
160. age height Label layout exceeds page width Either of these error messages means that there are too many labels of the specified size with possibly also an excessive gap between them to fit into the height or width of the page Apart from checking these parameters look also for the following possible causes m Wrong paper size or orientation m Excessive offsets m Wrong units of measurement Declared record width exceeds available space The space to which this message refers is the printable area within the label which is the size of the label as defined in the label type less any horizontal text margins You can investigate this error in the way described in Section 31 5 Record width is too small for any text Record height is too small for any text The first of these messages reflects an extreme case of the cause of the previously discussed message and it means that there is no room to print even one character The second message means that there is no room for even one line In either case investigate as suggested above Available space is too narrow for extra text Either you are trying to print in columns which are too narrow or the record is narrow and you have set the Variable text width in the Records dialog box to Same width as the format The width of the format matters even if you are printing extra text alone unless you set the variable text width at As wide as possible Chapter 33 Transfer of data You
161. all other windows open on the same database Chapter 11 Other search modes 98 Handling tagged records The tagged records essentially form an F3 or unnamed temporary selection to which you can apply the full range of search commands SEARCH MODE but you must select the search command in the T v Index ag menu Data Alternatively you can select the command in Tags the Search menu and then select Tags in the search mode menu in the dialog box The exclamation mark is there to remind you that the response to the command will be immediate without any further dialog box Kept selections Record numbers Browse Go to record F5 Step to tagged records step to specific records Demote menu You can also ask Cardbox to display only the tagged records as you browse through your current selection See Chapter 13 for further details of step browsing A mouse shortcut If you hold down the CTRL key and double click on a record using the left mouse button Cardbox will tag the record if it was not already tagged and then select all tagged records This is especially useful as a method of quickly selecting a single record if there was nothing tagged beforehand 11 4 Selection by record numbers By arecord number we simply mean the position of a record in the current selection if there are 100 records in the current selection their record numbers are to 100 The only search commands that you can use
162. ame Dr J B Harney See Section Addr Woodfield Cottage 28 1 for Churchland Lane olaidburn further Lancashire information Lines or boxes can improve the clarity of presentation of your records Graphics See Section 28 3 for further details ee __ For immediate reply HUT AAT AT 25 For immediate reply 6 Ve have recetved a letter fram DOr J B Harney of Yoodtield Cottage Churchland Lane Slaidburn Lancashire You can paste graphics into the format from the Clipboard and use them either distinct features in the format or as background to fields Example This would be a graphic These could be standard fields in the format This would be a merge block This standard part could be either a merge block or fixed text in the format This could also be a graphic Chapter 23 Format design 184 E Hetman Industrial Limited 24 Knightsbridge London SWIE6TG England Telephone 071 925 0637 Our Ref HNJ FHT 22 April 1993 Miss Alison Benton 23 Chartwell Lane Westerham Kent 308 6YH Dear Miss Benton Following your interview with Gerald Smith I have pleasure in confirming your appointment as Solicitor in our Patent Department with effect from 1 June 1993 at a starting salary of 36 000 p a Our normal office hours are 9am to 5 30pm 5 days a week with the exception of statutory holidays Please do not hesitate to contact me if you would like any further clarification of these terms o
163. and Cardbox will create for Image l you the corresponding database file databases are described m When you open an existing database file Cardbox will automatically open the further in corresponding format file as well Chapter 34 If the database that you are opening was created in Cardbox Plus for DOS and you have not used it in Cardbox for Windows before its format information will be stored in a format file of type FRM and Cardbox will offer to create a corresponding Windows type format file FMT Open Format File The format file CASLE DOSBASE S POSITION FT Q does not exist Cardbox can create it automatically from the old style format file CASLE DOSBASE S POSITION FRM Do you want Cardbox to do this For full details of compatibility between Cardbox for Windows and Cardbox Plus databases open the on line help and search for DOS VMS version 22 1 Copying moving and deleting database files Both the database file and the format file must be in the same directory and you must not separate them when copying or moving databases When deleting an unwanted database delete both files Chapter 22 Creating database files 177 You must obviously not move or delete any of the databases that Cardbox is currently using this will lead to errors sooner or later Remember also that if you move or delete any of the databases that were open when you closed the last Cardbox session then when you run Cardbox again
164. aps OF eX MOTOS SEEE a ee ic TR 258 32 9 DELETING ALABEL TYPE irois enea eE a peste 288 32 O ERRORS INTABEL DESIGN oaen ao a a T a elects is hates 288 CHAPTER 33 TRANSFER OF DAT TA eeeeeeececeeeeeccssssosscsssseessscccceee 290 53 ETL FOR NIA VS coisas eaiaeaeneaeas nsstetascaatouasegs S 290 33 2 LOADING DATA FROM FILES ariora kisi a iter ARR 290 The Read from File dialog DOX ccccccccccccccccccccseeeseessceeceeeeaaaeessceeseaaaanes 291 Reading internal format files cccccccccccccccssssseeeeescccceeeeaaeeesseeeeeeeeaaaenes 292 Reading external format fl S casiiasts Gelncusat Ga R Ea 292 Reading comma delimited files ccccccccccccccccssnsessccccceeeaasessseeeeeeeeaaaaees 292 53 9 WRITING DATA FTO FILES eain een tea tsetse lavetenyLsed 296 The Write to File dialog DOX ccccccccsssseseeeecesseeeecceeceeecaaaaasssssssseseeeeeees 297 Selecting the fields to be Written mrrnnssiianeriren unn 298 Saving field selection AS a customised type 1 seccceeceeeeeeeeeeeeeeaaaeaeees 299 Field seguente dirinon Rede aa ab 299 Multi line fields in comma delimited files cccccccccccseecccccceeenaneeseseees 299 Table of contents 14 33 4 WRITING FORMATTED RECORDS TO A FILE eeeeeeeeeeeseeneeeeeeeees 301 SCUMILS ODILONS oarnp cette dates enti Suact a E a S 302 Handling Options AS customised types occccccccccsssescecccccceeasesseeseeeeenaaeees 302 Format of the CUIPULTECOTES ciiesincevccisaiienigawieieowsnaaeeniaenas 303
165. apter 31 Printer settings 274 Print labels across the page then down This option applies to mailing labels only 1 record per page 7 record per label Some further options will depend on the setting of this option Ex 1 record per page LJ 1 record per page LJ Truncate record at end of page LJ Try not to split records across pages Copres of each record fi Gap between records o Truncate records at end of page end of label 1 record per page label Do not set this option for mailing labels or you may lose bd the most essential part of a long address With the option E not set any overflow will be printed on the next label Copies of each record 1 record per page label This tells Cardbox how many times it should print each record before going on to the next one If you want to repeat whole pages rather than individual records then do not set this option but set the number of copies in the printer configuration see Section 31 1 Try not to split records across pages labels l This option applies to records containing a large amount of continuous text such as extra text Normally Cardbox will print as much of a record as it can on one page and then continue it on the next If this option is set Cardbox will start a new page at once if it can thereby avoid having to split a record Chapter 31 Printer settings 275 Gap between records Check and change if necessary the unit of measurement befo
166. artin Esq Merchant banker Mrs J Hedley Actuary Miss Patricia Blore Banker Anthony J Smythe Esq Accountant G Ford Esq Estate agent Laurence Geraghty Esq Journalist Conn e Iveyor__Kent h 2 1 52 15 0004 H Martin Porlock Esq Salesman Londo Kent F 2 3 64 7 500m Miss P B Skilton Secretary Kent ES Kent h 429 46 20 00 63 f F K Jordinson Esq Manager Londo Michael Howard Esq eld Solicitor Chapter 1 O Relational searches TOPICS FIL database information management Data storage amp retrieval relational databases Inrormatuion a wide varnet of data presentauion metnoas are available eg different forms of reporting summarising and graphical display 4 number of sophisticated planning techniques are also provided and some of these offe clear advantages for manpower planning ary Symposium in the Linking windows See Section 3 5 and Chapter 15 You can split large records between several windows and link them for synchronised display as rw megen Ger Dr J El Hom rauk Harit Faj bira d Hafiey Hii R trae Pr Betbermoee Habas Hra Hea Harir Hir Hitan Ulmin ___ i yan Hamasy Lag ihausi kb FLD de Drom kias Paika Eigra Antary rt Enq en a Leute Leese ee You can also pass various parameters between windows Hewtkes Bae mear In printing you can use t
167. as for a field or a frame refer to Section 24 1 if necessary The graphic will appear as soon as you release the mouse button J L Foreground picture size 11 x 26 Row 6 Colurnn 21 By default Cardbox will always fill the whole of the rectangle stretching or squashing the graphic to fit its shape But you can change the item properties of the graphic to preserve its shape whatever happens or to preserve both its shape and its size Chapter 28 The format background 242 Display mode You have a choice of two display modes for graphics Foreground and Background You can set the display mode using the Item Properties dialog box Ns SS A AS CS A A N A A UY CO ey A foreground graphic A background graphic m is displayed in full in the format appears as a dark block in the format m cannot be overlapped by fields in the can be overlapped by any format format item including fields m can overlap other format items but m and will always appear in the may appear either on top of or background in record display underneath them when you come to display records you have no control over this 28 4 Headings and footings Chapter 28 The format background 243 ABSTRACTS record 7 of 10 continued ABSTRACTS ABSTRACTS PJ 13 9 93 continued PM 1379 93 PMJ 1379 93 Heading and footings are defined as part of the format with rows reserved for them in the way describe
168. at by moving the boundary SlideS 1111110000es 198 Extending the format inwards of the existing items 1sseeeeeeeeeeeees 199 Creating space for headings and footings ccccccccccccecsesseeseeesseeseseeeeees 200 24 1 DEFINING FORMAT ITEMS osssssssseeeseseesssssssssssssseeeeeeseeesssssssssssseereeees 202 TASC o JTormat CMS r rE E 202 Marking out the Position and Siz urcisenarenencaren anonn 202 SELENE UEIS eia a 203 E IA AI A E EA EEEN EA E EE E N EE E E E E EN 204 MOVIN S TICTAS cachet a a S G 204 Deletin TENTS easier n TE E EA E e cooneees 204 Undon o CRONO EN saitess E otal lics Niwas weaned seven ieawabscaviweane 205 CHAPTER 25 FIELDS IN FORMATS sssssssssssssssssesseoeees 206 FOSON ANAS E iaria e 206 Mulane Ned ra eE E N E T ec EEEE 207 OVCTIOD EE A a eRe 207 Name and deseripl esre i TE ETNA 207 CAPO T E 208 Maeno NODC inai psc ce EA A ATAARE 208 25 1 CREATING FIELDS IN THE NATIVE FORMAT sssssesseeeessssssereeesssssee 209 25 2 INSERTING FIELDS IN ALTERNATIVE FORMATS esessseeeeeeeeeeeees 211 Setting field DTOPCTUOCS cscs cussiisdcunsscsseuses ionin EA ATES EANA S NI 212 Table of contents 11 25 5 CHANGING FIELD PROPERTIES aise ince ri aa E R 212 ACCESS to field DT OPCTUES vsescsccavccessdaswsacsacitnsdslsdsscsos Ee i lveceudaeseosedes 243 Reviewing field descriptions ccccccccccccsseeeeeeeeeceeeeeeceeeeeeeeaaaaaasssssseeeeess 213 After altering the index mode sic
169. at design 256 Operation When you click on an option button Cardbox puts the code associated with the button into the field erasing the previous contents of the field so for example clicking on the Quality control button will put Quality_control into the field clicking on the Female button will put F into the field Do remember to set the indexing mode to Automatic or All to have those field entries indexed The check box handler The check box handler replaces the normal field display with check boxes The Set dialog box in which you define the codes and the layout is identical to that for option buttons Code list Same as native These options work exactly as they do for option buttons Layout Here is an illustration of the options you have exactly the same options apply when laying out option buttons Lanquages Packed packs the check boxes C Portuguese O French LJ German as closely as possible without packea O Dutch O Spanish O Italian any particular alignment like words in a document a A Portuquese French German Table aligns them into Ll Dutch L Spanish LJ talian Table columns Languages L Portuquese List puts one check box per Lin LI French line In this example the field L German is not deep enough to display all check boxes LJ Dutch Operation When you set a check box Cardbox adds its associated code to the end of the field When you clear a check box
170. atic height E Omit text if all fields are blank EJ Automatic height x Omit text if all fields are blank C Automatic height O Omit text if all fields are blank wa Chapter 27 Merge blocks in formats 227 confirm that we will commence work on 15 March 1993 and complete it within 7 weeks Ve will require a deposit of 12 500 Assuring you of our best attention at all times this line omitted if deposittield empty confirm that we will commence work on 12 September 1992 and complete it within 2 weeks Assuring you of our best attention at all times Here is an example of how you can use this option for a conditional paragraph in a letter in this case the middle paragraph referring to the required deposit If there is no entry in the deposit field the entire paragraph is omitted as in the second letter If you want the merge block to leave absolutely no trace in the output you should also select Automatic height otherwise it will come out as a blank space Alignment Alignment is set by option buttons in the PO TS Set Merge Block Properties dialog box As a 7 reminder Cardbox will darken the relevant amp PO Centre sizing bars when you select the block The chosen alignment will apply to everything ag POf Right in the merge block both fixed text and field references If you select automatic width for the merge block then the effective margins for alignment are the margins of the ex
171. ats the result with two digits before the decimal point and four digits after it and here is how various numbers would appear in this format 3 350000 98 76543 98 7654 123x43 123 4500 Chapter 37 Macros 353 Dates normally inherit their format from the dates that were used in the calculation if no dates were used then the format is assumed to be the UK format dd mm yy with a 2 digit year You will almost certainly want to override this with a format specification Here are some examples HHH 2 digit day and month 4 digit year HHHH to express the date in the American format month then day then year If a date is not in the 20th century the year is output as 4 digits irrespective of the date format it has inherited or you have specified On input to calculations all dates with 2 digit years are assumed to be in the 20th century Errors in calculations There are two sorts of possible error syntax errors and execution errors Syntax errors happen when a meaningless formula has been entered 1 1 instead of 1 1 or DAY DA instead of DAY DA Cardbox points out the error and does not attempt to perform the calculation you must correct it first Execution errors happen when a formula is valid in itself but invalid in the context in which it is used for example a field reference will be valid only if the field exists which may depend on which database you are in when you make the reference the formula IN NC will not
172. attached to any records use the command File Utilities Free Deleted Images Chapter 36 Validation Normally Cardbox lets you put anything you like into any field It does not restrict the length or type of the data you enter but you can add validators to your fields to restrict and control what can be put into them When you are designing your fields you can attach validators to them Validators watch what you type and Cardbox warns you if any of them has signalled an error You can then correct the error before saving the record If you prefer you can switch record validation off while you enter records and then apply validation as a batch operation Some validators actively alter what you have entered by indexing unindexing or reformatting it You can use this feature to implement stoplists to provide selective automatic indexing or to enforce a particular format for dates Here are the validators that Cardbox provides Validator Enforces the conditions Default entry Index terms Unindex terms Unique term Length of terms This validator overwrites the field with text that you specify either if the field has been left empty or whether or not it is empty you make the choice when you install the validator You can also use this validator to timestamp your records This validator changes the indexing of terms in a field It indexes terms on the given list or in the specified range optionally it un
173. ay of records but a progress bar will show you how far it has got and give you an opportunity to cancel the operation If you cancel records that have already been deleted will stay deleted and you cannot retrieve them Batch Delete Chapter 19 Batch operations 153 Undoing deletions The Undo deletion command in the Edit menu will restore only the last record deleted in the batch 19 2 Editing a batch of records The Batch edit command allows you to process automatically a number of records that you want to edit in the same way Batch INS NA Client s name While batch edit is in force the Batch message in the status bar reminds you that your editing inputs are being recorded to be played back for the following records in the batch Note Because of the need to reproduce your inputs in a meaningful way for all records in the batch the use of the mouse in batch editing is restricted as described in Preparing for batch edit later in this chapter To start edit the first record Save it in the usual way by pressing CTRL S or by using the File Save command This will start batch editing This box is displayed Batch Edit after you have saved a er E Record 1 of 51 saved Batch amp display Next will edit the next record in the same way as the previous one but will show it to you before saving it together with the dialog box shown in Step 3 Batch will edit the remaining records in the c
174. be counted as the Oth day of the Oth month of that year So 1993 1995 means in 1993 or 1994 Dates in 1995 will be excluded because all dates in 1995 come after the Oth day of the Oth month Note Even if you have set up a validator that automatically converts dates to 4 digit years when you type them into a field eg turning 21 3 07 to 21 3 2007 this will not automatically rewrite search specifications for you When making a search if you mean 2007 you have to say 2007 10 7 Previewing selections You can use previews either to check how Cardbox will respond to the search parameters you have entered before actually performing the selection or as a means of defining the search parameters Chapter 10 Index searches 83 Field NA Name index sumame only Search for Use j Word index Oo Number date index press button to override To preview a selection type the specification in the usual way but do not click OK instead click one of the preview buttons just below it in the dialog box In the example below we illustrate preview selections of names beginning with CA CABLE CARDBOX CABLES CARDNET CAD CARDS CALCULATOR CARGO CALL CARPET CAMBRIDGE CARTRIDGE CAMEO CARTRIDGES CAMERA CASH CANADA CASHFLOW CAPRICORN CATALOGUE CAPTURE CATERING Preview tells you what words matching your specification are indexed in the entire database it does not tell you how many records are indexed under each word or
175. be valid if field NC is zero and the formula 3 DD will not be valid if field DD contains a date rather than a number When an execution error occurs in a calculation Cardbox does not halt and report it but it notes that the result of the calculation is invalid when the time comes to type it out _ a single underline is typed instead of a number The reason it does not halt is that the calculation may be part of a long loop that is running unattended perhaps even overnight or as a batch job aborting this operation early would cause problems but the underline lets you find invalid results later 37 5 Date and time You can use macros to enter into Cardbox records the current date and the current time in either the 12 hour or the 24 hr clock You enter the date and time in terms of the reference date and time The reference date is 4th July 1976 which was a Sunday The reference time in 24 hr clock is 01 02 03 The reference time in 12 hr clock is 9 02am Chapter 37 Macros 354 The day month year and day of the week can be in any order and in various formats and any of them can be omitted Here are some examples of specifications together with what Cardbox would type if the appropriate macro were played on Tuesday the 14th of December 2021 Date specification What Cardbox types 4 7 76 14 12 21 4 7 1976 14 12 2021 7 4 1976 12 14 2021 04JUL76 14DEC21 Sunday July 4th 1976 Tuesday December 14th 2021 4 Jul 76 14 Dec
176. bel type 283 warning messages 384 None indexing mode 167 Numbers vahdatini 336 O Object fields Crea DS cesce e an 386 Objects linking and embedding 387 OLP ieee ETS 24 AutomationSee Help Technical Articles COMMINGES saei 385 Object Linking and Embedding sedis E E AE E A N E 385 BEL V CUS A RE A 385 Open Database dialog box 179 Opening an existing database 20 53 Option buttons in data input See Field handlers Overflow in formats 192 Overlap in formats 192 207 OVERWRITE mode 139 P Page heading footing See Headings and Footings Paintbrush DICUUIES eie eaa 240 Palette copying with images 315 Papers ZES stained tones ses 262 adding label types 271 Specialan See Labels Paragraphs in text 06 140 Passwords see User profiles Pasting ADES ee 319 OD ECIS eoira ny ese Te 388 EXC R EE E EE 147 Percentage sign remainder function operator348 Pixels hapeni aise verted 320 Plus sign addition operator 348 IY INCEXIN Oates 168 Portrait page orientation 266 Preventing data loss 378 Preview of selections alela ene 85 field index BU TEMS extcnadcentetetatarac by 83 current selection 83 kept selections 0000008 94 output to a file eee 86 selecting search parameters 86
177. bes amused age as 137 Moving the Insertion Point ccccccccseesecccccceeeeeeeeecceceeecanseseeseesaaaanseeeees 137 MOVING between fields heck nccatertens seit E EE 138 Movin GS wnn ALAS r siaseneiedaee 138 Entering text from the keyboard cccccccccccccccsneeeescseceeeeeeaaanesseeeeeaaaenes 139 SEI VES US OVET WTE an E E S 139 CONTECTIN O PINE CIV OTS 5 260 r E E A E 139 Word wrapping and SCrOLLING ccssecceeeeceeeeccceceececeecaaaaassssssseeeeeeeess 139 Dividing text into paragraphs cern a E 140 Inserting text from the Clipboard cccccccccccsnveeecsccceceeesaeeseceeeeeaaaeees 140 Inserting text from a text file csere E 140 MACIE TOKE i EAEE EEE E N E 140 Updatne TC ANG OM seig ina E ue Siacutpathalterestecuceeagatamels 141 Undoing and abandoning changes oooooeeeeeeeeeeessssssssssseeeerrresssssss 141 7S DELETINGRECORDS marenae cise seers ene aetna 141 CHAPTER 18 TEXT BLOCKS AND CLIPBOARD OPERATIONS PENET RIA IER VIETE RIIAI I A EA E E I E E T E E 142 18 1 COPYING RECORDS TO THE CLIPBOARD sssssssssssseererssrsrsssssssersrrreees 142 152S PLECTING TEX Terrarien 143 Selecting and copying text When not editing 143 Lo cancelthe selec hOn iea EE EE EEE E 144 Selecting text when editing the reCOV ccccccccccsssveessecccceeecaseeseeseeeeas 145 UEEDORS a a eaten eaoaias 145 OST PING MOUSE oa e etaceneeisiGdanee 145 Using either keyboard OF MOUSE iccccccccsssseecccccccecsenseeeseseceseeeaaaeeseeseeeeas 146 Select
178. boxes Chapter 34 Using image databases 314 The Print command in the Image Control window differs from the Print command in the File menu in the following respects File Print Print command in Image control window Prints the image with the text Prints the image alone on the page displayed in the current format Prints the image in the size in Prints the image full size which it is displayed m Prints only the currently m With multiple images attached to the displayed image regardless of record enables you to choose which how many are attached to the images to print record Print Images Punter HP Laserjet 474M on LPT1 io Print Range Selected 2 gt Images Erom __ 1e Print Quality Copies ho LI Collate Copies The Print Range in the Print Images dialog box shows how many records are attached to the record and whether any have been selected for printing All is the option that you should choose to print all images This will be the only available option if there is only one image attached to the record Selected will be automatically chosen if you have selected some images for printing Images enables you to set a contiguous range of images to be printed Print quality Print quality selection has been made available in this dialog box even though it is also available in the standard Windows Print settings dialog box because this is the setting that you may want to vary mo
179. c characters and numeric digits and the underline _ With the option turned on all punctuation is taken into account the hyphen is treated as a normal character but the asterisk and the question mark are treated as wildcard characters in the way described below Unless this option is turned on Cardbox ignores the case in matching Your search parameter can consist of a string of alphabetic or numeric characters with spaces and wildcard characters which have the following meaning character space question mark asterisk stands for one or More spaces any single character any string of characters from none to any number in length Chapter 11 Other search modes 92 Wildcard characters interact with the Entire field as one unit option in the way shown below Search string matches O Entire field as one CE Entire field as one unit unit THE field containing the word field consisting of the word THE anywhere THE only THE field containing any word field beginning with the beginning with THE string THE THE field containing any word field ending with the string ending in THE THE THE field containing the string THE anywhere B G field containing any word field starting with B and starting with B and ending ending with G with G 2 field containing any term field consisting of a number starting with 2 and ending or date starting with 2 and with 7 ending with 7 a field containing any text at all but not empty f
180. c height merge blocks cannot be used for editing records This means that the native format cannot contain automatic height merge blocks You can insert a field into a format only once but you can insert the contents of a field as many times as you like by putting references to it into merge blocks You can even refer to the same field more than once in the same merge block if you want Merge blocks can contain references only to ordinary text fields and not to any special fields such as object fields or image fields To insert a new merge block in the format you are editing first mark out its position and size Having done so you can enter its contents and specify its properties Chapter 27 Merge blocks in formats 229 Defining the position and size To define the position and size of a new merge block type Ctrl M or Insert Field Ctrl F Merge select Merge block in the Insert Merge block Ctrl M black menu in format definition Text ae A detailed The cursor will change shape to a Line or box Ctrl L description of small bright box and you drag it to Paste Graphic Ctrl G positioning define the area of the block in the and sizing standard way format items Is in Section 24 1 The new merge block first appears as a white rectangle ready for the entry of text or field references Entering text and data references Apart from alignment which determines the initial position of the insertion point wi
181. cccccccccccccccccesscsssssee 108 14 1 THE PRINT COMMAND MENU sseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 108 142 CON TROLLING OUTPUT erusin EE ec satateeets 110 FS PRINT PRE VIEW caperan e N N 111 Table of contents 7 14 24 TE THINGS CGO WRON O sereta a E O wens 112 Misaligned text in previews cccccccccsssssseeeesssseeeeceeseeeeeeeeaaaesessesesseeeeeess 112 Missing characters when printing cccccccccccesnvssccccceeecaaeeesseceeeeeeaaaeees 112 ERO MOA OOS A N A A EA 112 CHAPTER 15 ADVANCED SEARCH AND BROWSE TECHNIOUES aa e e E EE 113 15 1 TRANSFERRING PARAMETERS FETCH AND GIVE cecceeceeceeeees 113 15 2 LINKING WINDOWS SAME SELECTION AND BROWSE POSITION 114 UHUINKING WINGOWS si sics ccs ssibedenccietcncaladeeests coucassthuvine thiaciesa chitewdileateuasss 115 Extending the Same link to other Windows ccccccccccceeceeeeeeeesseeeeeneees 116 15 3 USING MULTIPLE WINDOWS IN COMPLEX SELECTIONS 2ce008 116 Meron o Selec ONS oere a sco taevedsseacca auseiesamonetr ives 117 The Fetch search mode savcivccseccboccuavciticesewiicdsaveiavcceusdesieevcsibcsdcssieventctas 117 CHAPTER 16 RELATIONAL SEARCHES ccccccscsccevee 119 16 1 HIERARCHY OF RELATIONAL LINKS ccseceeccesceeccsceeccscencensees 119 16 2 SETTING UP RELATIONAL LINKS cscccecceccceccscceeccscenccscescensees 120 16 3 THE RELATIONAL SEARCH DIALOG BOX cccseceeceesceeccesceeceuees
182. ccceccccuccccuccecuccscccccscucsscscussscucuscecuees 36 The browse baf cecccccccccccccuccccuccccuccecuccscuccececcscecuscecucuscucuscscascscususcususeucuees 36 3 3 MULTIPLE WINDOWS ON A DATABASE ccceccsceccececscececcsceccscecescecess 37 3 4 FURTHER INFORMATION ABOUT DATABASE WINDOWS ceceeceeees 38 Entering the database description scccccccccccsenseeeeccceceenaeenseseceeeeenanes 38 Renaming database WINGOWS vveicasesiec tatiesieds Radsicaxdee adie A ieee 38 3 5 WORKING WITH MULTIPLE DATABASE WINDOWS ccceccecceceecescess 38 Updateand Auto update 2cnes ccszeeaudde dues edad NETRA EE E EA A AAAA 39 Table of contents 4 Same Selection Browse position cccccccsseesecccccccccnaaessescceecaaaaessseseeeeeaas 40 Felo hanid GV Coes saa a e eaea a a cee dee ae 4 Merge command in complex searches cccccccsseecccccccceeeeeeeesseeceseaaaeneseeees 4 3 6 RETAINING WINDOWS BETWEEN SESSIONS 0 cccseccessccessccessceesceeseces 42 CHAPTER 4 BASIC WINDOWS TECHNIQUES ccccccccessseees 43 A FUSING THE MOUSE nirna cack cand heal od ca dietetic nen ntl a 43 MOUSE Cursor SNAPE aiT NN 43 Ae US ING MENUS onae a e e a a eii 44 Promoting cascading MenNUS rriei e E A EARN 44 Fhe Record WICH casas a eae s es ease ANA Aa 44 CHAPTER 5 SPECIAL FEATURES 2 ccccccccccccccccccccccees 45 SITHE TOOLBAR oori S 45 Disabled commands oan ia cas eae 45 The Toolbar butt ns vce ces as a akin watches
183. ce Cardbox version 2 0 to give the field an appearance different from the format as a whole View options for special user interfaces can be set independently for each format so you can use radio buttons or check boxes in some formats and plain text in others 25 3 Changing field properties The properties which you can define for a field in an alternative format can be changed quite freely but a change of certain properties definable in the native format requires some care Field name You can change a field s name in the native format and it will be automatically changed also in all alternative formats and merge blocks But it will not be changed in any macros that refer to the field and you will have to make any necessary changes yourself Caption Field captions can be changed freely independently in each format Field description You can change the field descriptions either for individual fields by opening the Field properties dialog box for the field when editing the native format or review the descriptions of several fields in one operation in the way described below Chapter 25 Fields in formats 213 Type You should not attempt to change the type specification once you have data in the database You can specify only one field as the image field in a database Index A change of the indexing mode of a field does not affect the existing text it will only affect the indexing of the text that you enter in the field afterwards
184. ch 1s automatically chosen as the search window Leave the Field text box empty if you want to search all fields otherwise specify the field in the same way as for a normal index search Section 10 5 If you choose to use the drop down list the list will be confined to fields in which indexing 1s allowable because relational searches are index searches Relational Select Search window TECHREFS FIL iis Field to search all fields leave this blank Get search text from window fF Field OB Use as search text Command characters EJ Indexed terms EJ Words Discard EJ Unindexed x Numbers dates Use for tanges and wildcards IF multiple terms use Tst term E Exact match O 1st OR 2nd OR 3rd OR Use as start of range 1st AND 2nd AND 3rd AND O Use as end of range Fuzzy match The control window If there are only two windows Get search text from window TOPICS FIL open Cardbox will PATTIE automatically identify the non active window as the control window With more windows open open the list box and select the control window in the list Chapter 16 Relational searches 122 The field to get search text from You can get the search text from only one specified field in the control window so you cannot leave the Field text box blank The field that you specify as the source of search text must be present in the current format You can ensure this either by using the h
185. ch parameters see also fuzzy matching below You can widen your search to a range of matching words by using the same wildcard characters that you use for filenames question mark which will match any single character asterisk i characters which will match any sequence of zero or more Chapter 10 Index searches 80 Here are some examples which would be SUB SUB SUB_WAY SUBWAY indexed as WAY WAY SUBWAY Matching SUB SUBWAY SUB SUB WAY SUB WAY S Y You can use any number of question marks and asterisks and also combine them so for instance SM TH will match SMYTHSON as well as SMITH Note The asterisk in a search specification stands for zero or more characters If it is entered as the only search specification it will match any entry in the word index Since Cardbox keeps no zero length entries in its index you can find records in which no alphabetic text has been indexed in the given field by applying the Exclude command with as the only Word Index search parameter Fuzzy matching Fuzzy matching enables you to find words which differ by a small number of characters from the search string You choose the level of difference that is to be tolerated but you do not have to specify where in the matching words those differences are allowed to occur as you have to with ambiguous search parameters Chapter 10 Index searches 81 Differences are measured in terms of the number of characters that wo
186. cssceieissaecicicceesiveedmewsienag renters 214 29A DELETING T IELD S ganaren E A ere 215 Field deleted in an alternative format ccccccccccsseeescccceeceeaeesseeceeeenas 215 Field deleted in the native fOrma tt ccccccccceccccccccceseesscscccceeeaaseseseeeeeeas 216 Reinstatement of deleted fields cctecesccsiaszssvesseatewesdeaideastatavsiasieies adieu 216 Pir OING deleted JIClAS sx ctcicet neces T R a TEN EAN E NR 2417 Interrupting the purging of fields ccccceccccccccccseseessccceecaaseeseseeeeeeeaaees 218 CHAPTER 26 EXTRATEX WP vicscieccsciivcssccliccistere O 219 TDC CITA CONIA TOM Sac piecing sans Se EE OS 219 Proper nes Of CUNO oictne sei Sikes Se O TAN 219 EXTEG TONE IN record dilay sie sic esses secui tcc o a E aul ootsy Da iudedasanvseuwesieds 220 Lyra ter medino iiaa a EAEE EE 221 ENTI ENT TU PEUN a EERE E EEEE A N AORTE 221 PUTT CN ALONE a E E eeus enie ee 223 CHAPTER 27 MERGE BLOCKS IN FORMATS eee 224 27 1 THE PROPERTIES OF A MERGE BLOCK 1 0 0 cccccccceeeeeeeeesseesesssnneeeeeeees 225 AVILES LAU Rae ee OOS ER BMT TOT ERE TET ESI a Ste a EA 227 Pack multi line fields into one PATAQTAPN cccccccccceeeenveeseeeeceeeeneees 227 VIEW OPOTI oir aE E N a eeu da thas Salas ha tastehcs 228 21 2 DEFINING A MERGE BLOCK uoit n a E 228 Defining the position and Sizle ncsiccesntn atl Gee ie iii 229 Entering text and data refEVeNCeS csseccccccceenneesscscceceeeeasenseseceeseeeenes 229 PATTIE TIX CG LOM a
187. ct the file you want If you happen to have the validation terms stored on a file of a different file type you can type the filename in full in the File Name text box If you leave Paste filename turned OFF Cardbox will paste the entire contents of the file The validator will use these pasted terms as if you had typed them in Chapter 36 Validation 333 yourself If you change the file you will have to edit the validator and paste the new contents of the file into it If you turn Paste filename ON Cardbox will paste a reference to the file Each time that Cardbox is started or the database is opened the validator will load the contents of the file If you change the file the validator will use the new contents the next time you run Cardbox The file s contents will not be available as a pick list In the validator s Range or List box the pasted reference will appear as the filename preceded by the sign Cardbox databases This option lets you set up a validator that uses the index of a Cardbox field as the list of terms for validating new entries for example you can have a database that contains a list of valid keywords The Paste filename option is ignored and Cardbox always pastes a reference to the database The reference takes the form of an sign followed by the filename of a database followed by a space followed by the name of the field whose index is to be used as a list of valid terms By default Cardbox paste
188. d Moving the Insertion Point The simplest way to move the insertion point is by moving the I beam pointer to the required position and clicking the left mouse button If the record is not fully displayed in the window you may have to scroll the record first to bring into view the portion you want to edit The key combinations which you can use to move the insertion point between or within fields are shown in the tables below The order in which Moving between fields The sequence of fields Is determined in format definition see Section 29 1 Chapter 17 Adding and editing records 138 Cardbox takes you from field to field for data entry or editing is governed by the field sequence which is described in Section 29 1 The field in which the insertion point is currently positioned is indicated in the status bar at the bottom of the Cardbox window To move the insertion point Type To the next field in the sequence TAB To the previous field in the sequence SHIFT TAB Between extra text and the main record F3 To a designated field F5 In response to F5 Cardbox opens a dialog box see Section 19 2 Moving within fields Multi line fields not fully displayed To move the insertion point Type Up one line UP ARROW Down one line DOWN ARROW One character to the left LEFT ARROW One character to the right RIGHT ARROW One word to the left CTRL LEFT ARROW One word to the right CTRL RIGHT ARROW To the beginning of the l
189. d m which Cardbox field each item should go into Chapter 33 Transfer of data 293 In the Read From File dialog box select or selected or entered the text file you want to read and then choose Edit Cardbox will display the dialog box shown below Comma Delimited Data Conversion Data read Cardbox Fields Miss H Y Donaldson Miss Donaldson Address street and E 27 Stanford Road County and postcoc Loughborough Salutation Telephone Fax Date of birth Leicestershire Items record 17 Sei te B Linked Items Customised Type The Items Read box shows you the first few items in the input file and the Cardbox Fields box the fields into which you can load the items The Linked Items box will eventually show the links which you have defined The number of items per record Cardbox must know how many items in the text file there are per record in order to m save each record after processing the right number of items and m apply the links defined for the initial batch of items to further items in the file When reading a comma delimited file you have to set the number of items per record in the following way Data read Data read Data read 25 000 tl 25 000 Miss Donaldson Scientist Scientist 27 Stanford Road 16 2 83 16 2 83 Loughborough JKH BHG g JKH BHG l Adam Fenwick Symes Esq Adam Fenwick Symes Esq Mr Fenwick Symes Leicestershire Mr Fenwick Symes Find the first item of the second
190. d a structured listing of some fields together with a graphic in the format providing the heading Chapter 1 Outline of operations 23 Each format has a name and you can attach a short description to each format Format names and descriptions are displayed when you want to change the format in which records are displayed Change Format CROSS REFERENCE EDIT CONTACTS Records ABSTRACT FIL Title Getting to Grips with Information Cybernetics Author M S Sloane Journal Computer_Management Ref 029777 Vol No Date 12 80 P 20 Nos 3 Abstract Good information systems should be designed to enable growth and change to be incorporated The author arques for the use of management cybernetics in order to create adaptive information systems Management cybernetics is defined as an inter disciplinary science concerned primarily with control and communication within organisations of all kinds which have the capacity of self organisation as a function of changing circumstances The nature of messages and of information discussed and the role of the DP manager in developing adaptive systems is examined Managers are advised to aim for ultra stable systems Models to assist the decision making process are also included EDIT REPLIES HEADED LISTING LABEL LINE SUMMARY MEMBERSHIP MERGEBOX NATIVE2 One line summary with column headings SAMPLE FIL LEVEL 0 RECORD 1 OF 536 it says on the screen and have to
191. d button Whichever way you link an item to a field it will be shown with the applicable field name in the Linked Items box and both will be checkmarked in their respective lists Chapter 33 Transfer of data 295 Comma Delimited Data Conversion Items Read Cardbox Fields v Ms Andrea A Atkinson Director v AAA Publicity Ltd VNA Name index suma PO Position omit if no o v OR Organisation PC Postcode TE Telephone full dialli Fx Fax number full dial Items per record 12 London F 42 Pierrefondes Avenue AD Address no postcog l NW10 TT Linked Items NA Anthony Alcott Esq If there is a blank item in the text file as after the name in the first picture above and you are not sure to which field it should be linked then look down the Items Read list at a later record where the item is not blank for example AAA Publicity in the example shown and select it from there Comma Delimited Data Conversion items Read Cardbox Fields Anthony Alcott Esq VNA Name index suma Vv PO Position omit if no o Vv OR Organisation v 8 Gresham Road VAD Address no postcor v Beshill on Sea PC Postcode v East Sussex TE Telephone full dialli TN43 7AD l Fx Fax number full dial Items per record 12 Linked Items 4D 8 Gresham Road AD Bexhill on Sea AD East Sussex To load several items into a field select the field and then double click on each item or select each in turn a
192. d in Chapter 24 Heading footing in lines is printed on labelled Page heading H every page Record continuation h page starting with a record that is heading continued from the previous page Record continuation f page ending with a record that is footing continued on the next page Page footing F every page Headings and footings are always printed according to the rules in the table above Chapter 28 The format background 244 You can also arrange for the page headings to appear in screen display To do so edit the format and choose Edit Format properties to open this dialog box L Format contains extra text Ol format thaping ginyts with enira tow yeaibyle m turn on the check box allowing fesenaplion ana save the format fagri alageibaery Cancel Here is an example of a heading for a summary of records with the corresponding screen display To ensure correcting alignment with the columns of text each heading should be entered as a separate string of text SAMPLE FMT HEADED LISTING a 25 20 25 lan lasi sol 55i eol lssi z0 z lev l8 ILIU Mene TL RTT e117 Ee i oa sAMPLE FIL Mre Imogen Quest Actress Sure Fo gdy 10 000 Doctor Lancashire Merchant banker Norfolk Actuary Comvall Managers Surrey Or Ambrose Barlow Physicist Leicestershire Mrs Helen Barlow Nurse Leicestershire Mr Michael Ullathorne Chartered surveyor Kent Viuyyvan Ramsay Esq Accountant S
193. d this will be the width of the label Automatic format enlargement You can position items outside the boundaries when you design a format but Cardbox will refuse to save such a format unless you let it enlarge the format to include those items It will do so by moving the appropriate boundary slide for you save Update Format Format size was originally 3 rows 36 columns Items now exist outside these boundaries The format will automatically be enlarged to 5 rows x 36 columns Cancel Chapter 24 The Format Design window 198 Enlarging the format by moving the boundary slides A new format starts with the initial size of 1 row by 1 column If you want to define the format size yourself rather than let Cardbox adjust it when you save the format you can do so by moving the boundary slides Note You may need to scroll the window to see the slide you want Extending the format within the Format Design window To move the outer slide to SAMPLE FMT untitled a new position outside the A A WANAE current format boundary i SHIFT f b m point to the required position along the scale bar hold down SHIFT and click The slide will move to the new position To adjust its position either SAMPLE FMT untitled 2 way de tollel lell e s L m point to the slide to al ma OUT FATTO OTH gas nN make the cursor change to a sharp pointed arrow and drag the slide to its new position Extending th
194. dam Panvdoh Gyme feq Adde The Harel Sleerbridgr Read Cunnock Casel Otef amp rd shire Howe J R Vein Eag Adde 4 54 High Sirer Tonbridge Conely Kant LEVELS RECORD 1 OF SSE il aage ik 5 Nabe a par r PREMCH Tr lussdrr Print what O Hain record Variable text width Same width as the format As wide as possib Drar Hr Prouiob Sqaro Tel 854355057 Dale af birth 107 See BA Harrird A Haaf abildere 2 b ADE Seem Ha af skildere 2 aoo intertorde dignar 10 000 Prefrasiee Oe agnar the serrera sad howe be Find is thie lel Extra text Both Here are some examples of how you can make extra text appear in print The first picture shows extra text alone printed continuously from several consecutive records The other two show extra text printed immediately after each main record in the middle picture printed to the margins of the page and in the right hand picture with its width restricted to the width of the record The Variable text width option is set in the Records option in the Printer Settings dialog box see Section 31 3 for further details Purging extra text Chapter 26 Extra text 223 You can delete extra text in individual records by editing them in the normal way but if you want to remove extra text from the entire database then proceed in the following way Edit the native format select Edit Format properties and turn the
195. database they must not be already related by the Same link for selection or browsing see Chapter 15 Tip Relational searching of two windows belonging to the same database is a convenient way of finding duplicate records Relational searches are carried out in index mode This means that the field which you intend to search need not necessarily be displayed or even be present in the current format of the search window You can use both indexed and unindexed terms as the search text but the field containing this text must be present in the control window Before setting up the link make sure that the search window 1s the active window Use the Relational menu to specify the search command that you want to use This menu is normally available as a cascading menu in the Search menu but you can promote it to the main menu bar if you expect to use it frequently see Section 4 2 Each search command in the Relational menu takes you to the Relational Search dialog box Note that you can change the search command using the control menu of that dialog box Chapter 16 Relational searches 121 16 3 The Relational Search dialog box You have to complete the Relational Search dialog box for each pair of windows that you are linking for a relational search The top part of the dialog box refers to the search window and the bottom part to the control window The search window The window which is active when you start a relational sear
196. dback in Boolean Retrieval System Author M Dillon J Desper Journal Journal of Documentation 3 9 80 This paper introduces a method for automatic reformulation of boolean queries which bypasses l the problem of analysing and modifying the original query Instead relevance judgements are E used in order to calculate weights for the terms in the retrieved documents The terms are ordered by these weights and used to construct a new boolean query The application of the technique to a small database in an experimental environment illustrates methodology Test retrievals using constructed queries produced results that compare favourably with results using feedback in a SMART type system or press Shift F3 to see the full record This example shows how you can display extra text with multi record display Highlighting matches You turn this option on and off with the menu command View Highlight matches When it is turned on Cardbox will highlight in each record all occurrences of words matching the last selection command that you made this enables you to see at a glance what exactly it has found Chapter 7 Appearance of records The appearance of your records in terms of style and colour of text lines etc is determined by the attributes stored with the format and you can store in each format definition a different set of appearance attributes for screen display and for printing You can also set specific attr
197. dbox net EBEXPORT FIL C Cardbos Compressed files 465 TRACT FIL C Cardboe Compressed tiles 4PPLICS FIL LC Cardbox Compressed tles CONTACTS FIL C Cardbos Compressed files MAGES FIL C Cardbos Compressed tiles TUTORIAL FIL C Cardbos Compressed fles WA CAMC FIL CAC ardhass ren CONTACTS FI To open an existing database use the command File Open Cardbox will give you the standard Windows Open dialog box with two features unique to Cardbox Quick select This box lists all databases on the current drive in addition to those listed for the current directory in the File Name box in the top portion Database A database description originally entered in the About description This Window box is displayed for the currently selected database You can also open a database simply by double clicking on it in Explorer or File Manager You can open as many databases as you like and each one will be in its own window within the main Cardbox window Later in this chapter you will see how to link some database windows for certain operations merge their data or pass some parameters between them Chapter 1 Outline of operations 21 Creating a new database aa untitled Creating a new database is described in Chapter 22 and Format design in errer errr ans Chapter 23 and the following 6 chapters ih a Nae Profession i He IRS 3 OP H r Row 1 _ Column a When you ask Cardbox to create a
198. dbox and Windows While you are selecting a command in a menu the status bar at the bottom of the Cardbox screen gives you an additional explanation of that command This is particularly useful if the menu item is greyed out unavailable because the status bar will then tell you what is wrong When you point at a Toolbar button you can see what command it will execute when clicked You can press the F1 key at any stage If you are in a dialog box it will display help for that dialog box if you have a menu open it will display help for the current menu item otherwise it will display general help Finally you can create a separate Help file for your database which can then be accessed directly from Cardbox This is useful if your database is going to be used by people who do not know it well You need the Microsoft Help Compiler to be able to create a help file For more information choose the command Help Technical Articles Chapter 1 Outline of operations 20 Opening an existing database Open File Name Directores Ok Ffi CMY Documents Cancel bizlet fil Eg ci ili mik fil ma ku D t password FIL a i Network passwords fil S zi photos fil Diaries runprog fil E asyweb Read Only a Family gt List Files of Type Drives Databases FIL E c Quick select Searching no need to walt LC CardborArchreSHELPSHELPS S FIL CA CardborarchveSHELPAREYWwORDS FIL LC Cardbor car
199. ddress field in the left picture above Captions provided as part of the format background let you align the fields which makes the record easier to read on the screen and in print Field names Every field must have a distinct name and when you insert a new field in the native format of a database Cardbox will automatically give it a name consisting of the word NONAME and a number You can change this name to any name of your choice Chapter 20 Designing your database 162 Do not leave the automatically inserted names without any Field 1 1 1 Blank search all fields further description of fields search t a eure because this is what you would NONAME 3 NONAME4 see when you come to specify NONAMES NONAME6 a field to search You cannot tell which field contains the information you are looking for Field descriptions A well chosen field name will convey what the field contains e g NA for Name or AD for address and field descriptions enable you to identify the field s contents even more clearly and also provide some instructions how the field should be completed and indexed This example illustrates the ee shortest allowable field names peia z 1 1 Blank search all fields supplemented by descriptions PE nt AD Address street and town county in a separate field CO Count d tcod You enter field descriptions in BI Date obit S ex HMA Single Maried wid d Di d the native format and you can e eos
200. description HA Mencandeecumancunl Ey in the text box below the AD Address street and town E CO County and postcode list To transfer the DE Salutation amez e e Telephone Fax changed description to the Date of bith list press ENTER or just Sex 1 hectield adh Single M aned 4idowed Divorced select any other field in the Number of dependent children list IH Grog annual income Finally choose Store Psion changes After altering the index mode Here are some notes on what happens when you change the indexing mode of a field Changing indexing to Manual or Automatic Nothing happens to existing text You can control the indexing of text that you enter in the future or alter the indexing of existing text Changing indexing to All All text that you enter in future will be indexed Some records that are already in the database may contain unindexed text in this field because that text may have been entered when the indexing mode was not All There are two ways in which you can resolve this situation m When you edit a record go to this field and press CTRL or click with the right mouse button or use the command Edit Index on Any of these actions will make sure that the whole of this field is indexed Alternatively use the command File Utilities Adjust indexing in the way described below Changing indexing to None None of the text that you enter in future will be indexed Some records that are already
201. detail the setting up of various relational links Matching records a two level search In this example we match job seekers on file APPLICS to the available vacancies on file VACANCY matching the position and salary Edit Michael Sibley Analyst_ Programmer Dominic Beresford Technical_Support Paula Barrington Analyst_Programmer John Fletcher Accountant Joanna Potter Marketing Director Cardbox Search View Window Macros APPLICS FIL 23 Garnier Mansions Woodford Road London Sw 90G 19000 071 225 4172 h 071 928 5510 31 w 41 Sandrock Lane Canterbury Kent 14 500 0227 861274 h 0227 891825 w 197 Elverstone Avenue Bromley Kent 35000 081 426 7851 h 5 Powder Mills Lane Little Sunbury Colchester Essex CO6 560 32 000 0206 647448 h 071 228 4311 w Orchard View Yine Lane Bedford LU3 1AB 35000 bonus 0525 330221 h B vacancyie BIA 5 Org 0 H M Services Ltd Adr Suite 5 Manley House 54 Foreman Street London EC4 34C Contact James Nutshall Tel No 071 643 8877 x1 Fax 643 8879 BusinessDirect_Mail Position Analyst_programmer Salary to 25 000 LL evel 0 Record 1 MMM of 18 D browse edit D search This is the starting point for the definition of the relational links the window we are going to search APPLICS FIL is the active window Relational Select Search window APPLICS FIL Field POSITION Position sought Get search text from window YVACANCY FIL Field PO
202. dex for the field Cardbox decides automatically whether to display the Word or the Number Date index for the field You can look at the preview and pick the terms that you want to use as search parameters Hint If you always want the popup menu to appear without having to hold down the right mouse button first you can configure Cardbox to do this with the File Utilities Configure Cardbox command Conversely if you never want the popup menu to appear you can configure Cardbox to behave that way 10 3 Choosing the search command Commands in the top box of the Search Search menu apply directly to index searches Select l Select also Toolbar buttons are available for the most Exclude frequently used search commands Exclude also Include Undo one level Clear all selections Chapter 10 Index searches 77 Search Not all commands are available at Level 0 ain that 1s before you have made any selections To see why a command is not available as the Include command in this example highlight it in the menu and read the explanation in the status bar Exclude dd extra records to the current selection current selection already contains all records 10 4 The Search dialog box Once you have selected a search command Cardbox will ask you to define your search specifications in the dialog box shown below Field to search all fields leave this blank Use word index O Number date
203. dexed Auto or All 2 Add a validator While editing the native format right click on the field to bring up its Properties dialog box and press the button marked Validate Open the list of available validators choose the Automatic Numbering one press the button marked Add lt lt lt to add it to the list of validators in use then press OK to save the changes 3 Set the starting number Once you have saved your altered native format you will probably want to tell Cardbox the next number that should be used If you do not do this numbering will start from 1 if the database is empty or from the last indexed number Use the command File Utilities Adjust Numbering When the dialog box opens check that the correct field is displayed and then enter the number you want in the Next Number box The number doesn t have to be purely numeric Here are some examples Chapter 36 Validation 339 Next number Subsequent numbers 8 9 10 11 12 0008 0009 0010 0011 0012 XG1448 XG1449 XG1450 XG1451 NOTE If you cannot use this command here are some possible reasons You are not authorised your user profile needs to authorise you to do batch editing You have not defined the automatic numbering validator for a field Your profile does not give you read write access to a field with an automatic numbering validator Numbering in action The Automatic Numbering validator is a little different from ot
204. display The bar shows the proportion of processed records Stop will interrupt the process at the current record with the record edited but not yet saved and Cardbox will return you to the dialog box shown in Step 3 Preparing for Batch edit In Batch edit Cardbox memorises the inputs you make as you edit the first record and repeats them on subsequent records and it is up to you to ensure that these inputs will produce the desired results when Cardbox comes to apply them to further records in the current selection The most important thing to watch is the positioning of the insertion point You have to ensure that Cardbox will get to the right field in every record and to the right Chapter 19 Batch operations 155 position in the field before it adds deletes or modifies in some other way the existing text Getting to the right field The sequence of fields is determined in format definition see Section 29 1 There are three ways in which you can move the insertion point to a particular field Press F5 and select the field in this dialog box Field AD one ounty Press TAB to get to the next field in eel sequence or SHIFT TAB to move in rok Lease the opposite direction Fax number Type of business Salutation Area code Position the I beam in the field and click the left mouse button In Batch Edit a mouse click on the field will always move you to the start of the field This is different from
205. dit Paste or press CTRL V Inserting text from a text file Use the command Edit Insert Object Cardbox will open a dialog box to ask you the name of the file you want to insert from You can only insert from pure text files not from document files created by applications such as Microsoft Word Indexing text As you enter text you will have to ensure that all keywords you intend to use for retrieval or sorting are properly indexed With a suitably defined indexing mode for each field Cardbox can do much of the necessary indexing for you and still leave you freedom for adjustments With indexing Cardbox will mode EEE You set the indexin mode i index everything do nothing to change this format you definition i see Section type change indexing in the 21 1 wey you type do nothing to change this In fields with Automatic or Manual indexing you can change the indexing of individual words in the following way Mouse Click with the right mouse button Keyboard Press and release the CTRL key Chapter 17 Adding and editing records 141 Both methods change the indexing of m the word currently containing the insertion point or m a block of text selected in the way described in Section 18 2 Note If either of the indexing validators i e Index terms or Unindex terms is active in the field you are editing indexing may be automatically changed when you save the record See Chapter 36 for further details
206. e Mr A P Blocklehurst Position Managing Director Organisation Commercial Investments Company Limited Address Cobleton House Blowers Hill Leatherhead Surrey KT 22 BRD Tel Fax 0976 65765 0977 66533 Mr A P Blocklehurst Managing Director Commercial Investments Company Limited Cobleton House Blowers Hill ea B wvAMeonarl BA Name Mr A P Blocklehurst Position Managing Director Organisation Commercial Investments Company Ltd Address Cobleton House Blowers Hill Leatherhead Surrey KT 22 BRD Tel Fax 0976 65765 0977 66533 Mr A P Blocklehurst Managing Director Commercial Investments Company Ltd Cobleton House Blowers Hill Leatherhead If you select Auto update changes will be reflected as you make them in this case when editing records to fit mailing labels you can see how every change in the record affects the appearance of the label Same Selection Browse position Chapter 3 Cardbox under Windows 40 It is sometimes useful to tie together two windows so that they display the same database record usually in two different formats You can synchronise two or more windows so that they always show the same selection and browse position Tile Selection Window Cascade Browse position Merge About this window v 1 BASEONE FIL 2 BASETWO FIL 3 BASEONE FIL 2 shift F5 shift F4 o EE A The commands Window Same Selection and Window Same Browse po
207. e This is useful if you have added or changed some validators in your format definition m if you have loaded some records from another file Chapter 36 Validation 329 m if you have entered or edited some records with automatic validation turned off Edit Batch Select Invalid will select the records which have failed to pass validation You can then deal with them one by one Edit Batch Validate looks through the records in the current selection and validates them reporting its progress by means of a progress bar Stop in the Batch Validation box will stop the operation ctrlec _Belete Copy Copy record Ctrl Shift C BAEC Batch Yalidation If Batch Validation finds anything wrong it reports the error and allows you to correct it as described above Edit record Ignore Cancel 36 2 Setting up We first describe the process of setting up validation in general terms and deal with the options applicable to each validator under separate headings later m When defining field properties in the native format of the database choose Validate Cardbox will open the Field Validation dialog box shown below where you can choose the validators that you want to apply to the field and define their specifications lets you edit the record Batch Validation is resumed when you save the record if available will ignore the validator reporting the error will cancel Batch Validation
208. e UserName Pendle Address 23 Higham Business Art Application Other products Contact Mrs Anne Position Owner elephone 070 321 Last request About Handled by software Hardware Status Responsibilty Previous requests Remarks Further notes in 1st applicable erms Advised Response Handled by Current status I Here is an example of such a format with fields divided into logical sections There is a caption in each field but hardly any room to display the contents Instead the notes in the left margin tell you which alternative format you can use for fuller display or editing of fields in each section Here are some examples of such alternative formats b 1 23 Ref 12 45 S5MB123455 Manut 2211792 Batch Y BM1 8 Ref 12 7345 S5M B123456 Ref 127345 S5M B123457 Ref 127345 5M B123458 Ref 12 345 5M B123459 Ref 12 7345 SM B123460 Just a one line format is sufficient to record the manufacturing stage and multi record display allows convenient processing and display of batches of records Furchaser General Computer Associates er Oxford Street serial number B123456 London WT FED Serial number B123462 Contact Mr Robert Middlewitch Position Owner And the same applies to user records Chapter 20 Designing your database 164 1 23 6123462 Brandon Antiques Last call Handled bry Status support request This part of the record may need any amount of space so the format is given the whole of t
209. e search parameters for another This is covered in Chapter 16 15 1 Transferring parameters Fetch and Give Format selection SEQUENCE Browse position Appearance These commands enable you to pass parameters between windows which can be minimized to icons Each of them opens a sub menu listing the parameters that can be transferred Window With this command the active window is the target of Fetch the transfer and the window indicated by the hook is the source Chapter 15 Advanced search and browse techniques 114 Window With this command the active window is the source of Give the transfer and the window indicated by the needle is the target Either of those special cursor shapes will appear crossed out when they are not on a window that can be used for a transfer Appearance is the only attribute that can be transferred between windows belonging to different databases The change in the target window s appearance will be temporary and the window will revert to its original appearance if you close it and then re open it unless you save the transferred appearance using Edit Format Save appearance Selection and Sequence are related You can transfer the sequence without affecting the existing selection in the target window but transferring the selection automatically transfers the sequence as well Browse position means the identity of the current record It can only be transferred 1f the current r
210. e Cardbox stores the locations of the images stored in the image file and you will lose access to the images 35 2 Loading images You can load an image only when you are editing a new or existing record You should have the image control window open hit F12 to open it or have the insertion point in the image field the word Image in the status bar will tell you when you have reached that field You can load an image by reading it from a file or by pasting it from the Clipboard or directly from a TWAIN compatible device Chapter 35 Building image databases 318 Reading images from files There are two ways in which you can read an image from a file a If you have the insertion point in the Go to field image field choose Edit Insert Object Insert Object If you have the image control window open press the Read button Read Image From File File Name Directones oi c windman pictures E arrdblat bmp arrdbne bmp arnrdbnw bmp arrow bmp l arow4h_bmp arowmoy bmp arrowsiz bmp butmax bmp butmin bmp Drives butonbia bmg a Bemas E List Files of Type Windows bitmaps E MP You specify the file to read in this dialog box List Files of Type Windows bitmaps BMP EI Windows bitmaps BHP PCX files PCX TIFF files 7 TIF GIF files 7 GIF Targa files TGA Fractal image files FIF Picture Cardbox images TlH The standard default file type
211. e Macros Start recording In the Macros Toolpad m choose Fields to open the Macro List of Fields m choose Scrap to open the Macro Scrapbook m Arrange the Macro List of Fields and the Scrapbook so that you have easy access to both Chapter 37 Macros 360 EB caro conacrs ay MA o File Edt Search View Window Macros SSCS Arthur E Unwin Esq Date 14 7 93 Managing Director Alpha Enterprises Ltd Last contact 4 8 93 Next contact 6 9 93 Salesman Henry Nixon H Macro Scrapbook Seal Scrap 2 B o a List of Fields REP Saem o feee Complete field First Line First Word Indexed Word Level 0 Record 10 e IMM of 1000 browse edit search _ This picture shows what the Cardbox window should look like after the following operations the corresponding portion of the macro script is shown in the box on the right m Select field REP in the Macro List of Fields Field ltem REP m Retrieve the indexed word Indexed Copy it to the Clipboard Copy m Click on Scrap 0 in the Scrapbook press CTRL V scrap 0 Paste to paste the salesman s name You can now close the Scrapbook window as it will no longer be needed this operation will not be recorded in the macro Next Select field AD in the Macro List of Fields The Field Item AD Retrieve option will still be Indexed Word so only the town s name will be retrieved Copy m Copy it to the Clipboard Select Fie
212. e button The cursor will change shape to a four headed arrow drag the arrow with the outline of the item to the required position then release the button When moving a box you must point to one of its edges Deleting items To delete an item select it and press Del or select Edit Delete This applies to any item including text Select All Ctrl NumPad 5 Edit item Enter ltem properties AlttEnter Format properties Printer settings Chapter 24 The Format Design window 205 Undoing changes To undo the latest move resizing or deletion of an item press CTRL Z or select Edit Undo Chapter 25 Fields in formats Fields are the areas in which you enter and display data In this chapter we deal only with fields containing textual data You can divide records into any number of fields and there is no practical limit on the size of any field The number and size of fields has no bearing on the disk space required to store your database which depends only on the amount of text that the database contains The properties which you define for each field are described below and the procedures for defining fields and setting their properties are explained in later sections of this chapter Position and size Each field in a format occupies a separate rectangular area not overlapping any other field or format item The size of the field does not restrict the amount of data that you can enter in it o
213. e format beyond the Format Design window To extend the format SAMPLE FMT untitled a boundary outwards IHU TEOAUVNOGUFUONUUVEQOURNGOULNBBOUNNNQUINES drag the slide to the PELLET o edge of the window the format and the scale will scroll inwards giving you room for a further pa ah extension of the boundary Chapter 24 The Format Design window 199 You can use the same technique to extend the format below the existing boundary or below the lower edge of the Format design window In this case drag the slides along the vertical scale again using the left mouse button Cardbox never leaves the inner slides far away from the top left hand corner of the Format Design window all that it leaves is One empty row and column Consequently you must create the necessary space if you want to insert larger items above or to the left of those already existing close to the boundary The easiest way to create this extra space is to move the inner slides away from the existing format items To do so drag the left slide towards the edge of the window Cardbox will scroll the format and the scale to the right inserting a column to the left of the format and giving you room to move the slide further to the left Move it as far as you need to and release the mouse button You can use the same technique to add empty rows above the existing format In this case drag the to
214. e minimum value then a message in the dialog box will tell you that laser margins will be applied The resulting repositioning of text may be of no significance when you print records on a whole page but it may have an unexpected effect with labels This example shows how an automatic application of laser margins would affect the positioning of the printed text of a row of labels the space that will be used for printing is shown unshaded Cardbox keeps all the label widths the same and it also tries to avoid reducing the width of printed text by shifting the leftmost label bodily to the right If you do not like this result specify margins wide enough to avoid the unprintable area 30 5 Units of measurement You can express the measurements of margins Jpit label sizes etc in any of these units E inches millimetres chars lines millimetres inches m character width or line height amp Text Margins gt gt Paper size it 8 2 7in n 11 69in Top margin 0 97in Bottom margin 0 79in Pe Left margin O 76in O 75in Bight margin o5 TE You can use any mix of units in your specifications If you enter a number on its own Cardbox will assume the currently selected unit otherwise you Chapter 30 Principles of printing 266 can enter a number followed by the initial letter of the measurement you want inches millimetres etc The sizes of the characters and lines units depend on the currently selected
215. e of birth To save you a fruitless Sex oo Single Mared widowed Divorced search Cardbox omits Number of dependent children G li from the list all fields with Profeesion Occupalion P Last contact with any of our offices index mode None 1n Nest contact to be made by this office which nothing can be indexed Method 3 Point to the field The field specification box has a sample Fl a button next to it marked by a hook Click on it the dialog box will Addr Woodfield Cottage disappear temporarily and the cursor ee slaidburn will turn into a hook Rijaua ewe de watcua saa webu duleud soa vess cane soa wean AA A TA AN A CountyLancashire Move the hook onto the field you want and click the left mouse button This will return you to the dialog box with the field s name entered Last contact 2 1 83 If you have more than one window open on the database you are searching you can point to the required field in any of those windows But the hook A will be crossed out by two oblique lines indicating that the field name will not be transferred 1f m it is in the right window but outside a field 1 e either on the format background or on text displayed in a merge block m or if it is positioned on a field of another database Chapter 10 Index searches 79 You can cancel the operation and return to the dialog box by clicking while the hook is crossed out it can be anywhere on the desktop when you do th
216. e screen Chapter 34 Using image databases 312 34 3 The image control window The control box opens this menu Move Close AlttF4 Write to file Ctrl t Print Ctrl P Copy to clipboard Ctrl C Shrink 2 Grow x List all images FA Information on this image Ctri I es Return to main record F12 Hide this window Esc a 2 8 aif fel fecpey J Image browse bar Record 18 eI y of 19 Record browse bar The image control window contains the record and image browse bars in the same form in which they appear in the status bar together with a row of buttons giving you direct access to the various image handling commands These commands are also available in the menu which you can open from the control menu box of the window and the menu lists also the key combinations that you can use for the commands On a VGA display Cardbox will be using the best possible colour palette for the image which may make the toolbar look rather dark or featureless You may find it easier to press ALT SPACE and use the menu The commands that deal with loading deleting or rearranging images only work if you have the image building version of Cardbox and are currently editing a record Otherwise the relevant buttons and menu items are dimmed To hide the image control window press ESCAPE To see it again press ESCAPE again Chapter 34 Using image databases 313 List all images or F4 from the keyboard acts as a to
217. e text margins to increase the clearance between the text and the edges of labels in individual formats 32 5 Deleting a label type If your list of paper sizes becomes cluttered with label types that you are never using you can remove some of the label types To remove an unwanted label type first select it and then press Delete label type A custom label type of your own design will be fully deleted but a standard label tape will only be removed from the normal list of paper sizes and you can put it back in that list later If you happen to delete a label type stored with a format then you will get this message the next time you use that format for printing Get details of label type STOP Label type full A4 not found in INI file Clear the message but do not go ahead with printing because Cardbox will have replaced the deleted label type by plain paper of the appropriate size and your printout is unlikely to be satisfactory Before printing you must either redefine the deleted label type or reload it from the list of standard label types if this 1s where it originally came from 32 6 Errors in label design Cardbox will report an error if either the layout of the page or label type you have defined does not fit the paper or if the record format does not fit within the printable area of the page or label Error Error Error Error Error Error Chapter 32 Designing labels 289 Label layout exceeds p
218. e various parameters relate to the physical layout of the label Chapter 30 Principles of printing 263 Lett Label width Top otfset Lett Label width auto Top otfset Label Gap Label Top otfset Each of the two offsets defines the clearance which should be left between the edges of the paper and the printable area Label width defines the width of the printable area You can either define the width explicitly or leave it at the default value auto in which case Cardbox will compute it on the assumption that the left offset applies also on the right The same applies in the vertical direction to the top offset and label height Sometimes a sheet of mailing labels has a gap between one label and the next and you can specify this as well of course this only applies if there is more than one label across or down the page As usual if you leave either the label width or the gap at auto Cardbox will assume a symmetrical layout of the labels 30 3 Printing in columns To print in more than one column simply define a special dummy label type For instance to print in three columns use the following definition Labels across the page 3 Labels down the page 1 Leave everything else at auto Chapter 30 Principles of printing 264 Cardbox will then print as if the paper consisted of three tall and narrow labels side by side which is just the effect you want 30 4 Text margins Text Left Righ
219. earch text Command characters g Indexed terms O Words Discard O Unindexed Eg Numbers dates Use for tanges and wildcards If multiple terms use Tst term 1st term only Exact match 1st OR 2nd OR 3rd OR Use as start of range 1st AND 2nd AND 3rd AND More gt gt gt This is the way in which we define the link for salaries We expect only one figure to be quoted for the offered salary so we choose the option 1st term only which enables us to use this term as the end of the range that the employer is prepared to pay In this way we will leave out the applicants who are seeking the offered position but expect a higher salary As soon as we choose OK Cardbox will give us the applicants matching the current vacancy record on the position and salary Next we can switch to the VACANCY window browse through it and see which applicants match each vacancy If we get no matching applicants records for a vacancy we can use the History command to see on which parameter we have failed to get a match To do so m switch to the APPLICS window and choose Search History of selections Chapter 16 Relational searches 129 WARNING Do not use Undo in the APPLICS database to see which applicants match the vacancy on position only or you will cancel the relational link on salaries If you want to see the intermediate stage of selection use Window New to create a duplicate APPLICS window Level 0
220. ecord in the source window can be found in the target window s current selection If not you will see an error message Go To Record The specified record was not found in the current selection 15 2 Linking windows Same Selection and Browse position Like the equivalent Fetch and Give commands Window Same Selection enables you to give one window the same selection as another but in addition it establishes a permanent link between the two windows so that any selection or sequencing command that you make in one window is automatically reflected in the other window This command can be useful if you want to view two different records in the same selection at the same time possibly in order to compare them Window Same Browse position makes the link still closer Now the windows display not just the same selection of records but the same record Chapter 15 Advanced search and browse techniques 115 The linked windows need not SAMPLE FIL 2 have the same format Indeed mkiani Medl ussenctdesbaiow Daas an el Date of birth 971739 Sex F Maried M No of children 1 Income 10 000 County Leicestershire Profession N one of the most useful applications of linked windows frese sve E pecena e e h e is to use a window showing a aoe aae Sats f d il t iss i s b Sabet dag Road oe ee Sex F summary O recor S as a pl O bates ee Esa spon County Kent window in browsing or yea Sok ror ee g o
221. ed block Author D Clark JournaltElectronics_ Weekly ep aa Ret 030390 Vol NoT056 Date 4 378 Pid Mos an rag tne Abstract he British Prestel system has been a an additional facility roving cursor to the new graphics This new facility is known as Prestend and it allows Prestel graphics to osition move across the screen p e Ea E a Beeler or the Former method of Alternatively just simulating movement by flashing characters on and off predetermined spots point to the new end position and click holding down SHIFT To copy the selected text to the Clipboard New record Ctrl N mE press CTRL C Edit record Ctrl E Delete record JR m Select Copy in the Edit menu Copy Ctrl C Copy record Ctrl Shift C To cancel the selection Click on the record anywhere outside the selected block Chapter 18 Text blocks and Clipboard operations 145 Selecting text when editing the record When editing a record you can perform various operations on the selected text and we deal with those operations under separate headings further in this chapter In this section we describe the techniques which you can use to select the text In the Edit mode you can select text using the keyboard as well as the mouse In Batch Edit you can select text using the keyboard only Using the keyboard To move the insertion point use the keys listed in Section 17 2 To select a block of text Locate the insertion point at the
222. editing a record just by double clicking it on the screen Command At the end frat Add a new record Edit New Record File Save Record CTRL N CTRL S N Add a number of File Transfer Read records from a file see Chapter23 Edit an existing record Edit Edit Record File Save Record CTRL E CTRL S or double click on the record To leave the record unchanged and save your amendments as a new record File Save as new Duplicate an existing Edit File Save Record record ie add a new Duplicate Record CTRL S record but start its CTRL D contents with the contents of the existing record Note The Save Save as new and Quit commands are normally part of the File menu Some people don t like them there because it is a record and not a file that you are manipulating If you are one of these people then use the command File Separate menu Cardbox will then create a separate menu called Record which will contain the Save Save as new and Quit commands Chapter 17 Adding and editing records 137 Eating Index INS AD Address indextown E current Index inset current field Clipboard task flag mode icon The status bar tells you which task you are performing and gives you further information to which we refer under separate headings below Notes m Each new record you add is stored after all those that were already in the database Cardbox always displays the record you have just added but you can hit CTRL Z t
223. eeeeeeeeeeeeees 78 10 6 SEARCH PARAMETERS FOR AN INDEX SEARCH seseeeeeteeeeeeees 79 Confining the search to UNIQUE LETINS o cccccccccsseccccccccceeeeesseecceeeeeaeseeees 79 SCGICHING Jor indexed WOTA S 2 wlssastovecuucetidencinst N 79 Ambiguous search parameters oiecccccccccsssseecccccccccccaeseesscceseeeaaaaeeseeeeeeeaas 79 PPUZZY matei ME eE E SO Selection ON alphabetic VANES eccccccccccscvscccccccceeeaeeeeseeseeeeaaeneseeceeeesaaaes S Searching for numbers and dates o ccccccccssecccccccccecceeeeeessecceeeeeaeessseeeeenaas 8l Spec fyn e numeri Cran eS ooie tatinessvuatiiceiaa canine teases 52 10 7 PREVIEWING SELECTIONS cccccsscccescccecccsesecnsscensceeesseessesesseseees 82 Progress and interruption Of previews 1 csceecceeeceeecceeeecaanaesssesseseeeess 54 All elds DIEVIEWS 225 sic reee ee ae teen eaten ca eee renee 85 Table of contents 6 Saving the preview to a file or the ClipDOQr d cccccccccceceeeeeeeeeenseseees 86 10 8 SELECTING SEARCH PARAMETERS IN PREVIEWS ccscccsesesseeeseees 86 10 9 PROGRESS OF SEARCH COMMANDS sscccccceceeeeeeeeeeeesesessnneeeeeeees 87 CHAPTER 11 OTHER SEARCH MODES eeeeeecccccccccccccccsccssssssssssses 88 LL SEARCHING RECORD DATA hiirien R 89 STATING ddata sear Niii ewita nen ae eee otek 89 Specifying the field to SCOTCH wsscoceseiserevse viitdnis aicdee Adee aeaeie ended ees 90 Specifying the search PAVAMETETS o cccccccccsssseccccccccscaeeee
224. el Type dialog box Such a sample page illustrated on the left above shows exactly where each label would be positioned and you can lay it on top of a label sheet to check correct sizing and spacing Having achieved the desired layout you can use Print Preview File Print Preview or press Preview in the Print command dialog box to check the positioning of text within the labels By moving the mouse cursor to a label as shown on the right above you can display the whole label in reverse colour and thus check what margins there are to compensate for possible misalignment in printing and how much spare room there is for unusually long records Note Preview is available only if the size and shape of the labels is compatible with the size and shape of the format and with the font and size that you have specified for printing If labels are too small or of the wrong Chapter 32 Designing labels 282 shape to accommodate records in the current format then Cardbox will inform you of this is an error message and preview will not be available We deal with the various errors that might arise in label design later in this chapter 32 3 Creating and editing a label type Printer Settings Printer ERE e ea 2 Current Windows printer is HP Lasenwet 44M on LPT1 Paper size A4 210 x 297 mm Orientation amp B O E Paper ize it 8 27in 11 69in Hew label type Printer Current Windows printer a Configure printer
225. eld up to the first new line marker and may be occupying more than one physical line on the screen First Word to transfer the first word of the field Indexed to transfer the first indexed word in the field removing Word any non indexable punctuation This is the option which you should use to transfer a term from the field into a search command Having made your choice of the field and of the retrieval option choose Copy to copy the text to the Clipboard m Each Copy operation erases the previous contents of the Clipboard To combine the text of several fields you should copy the first field paste it into a Scrapbook field copy the second field paste it into the same Scrapbook field and so on m You do not have to keep the Macro List of Fields open between successive retrievals of text from various fields If you want to keep your screen uncluttered you can close the Macro List of Fields once you have copied the required text to the Clipboard and re open it later within the same macro Fields and other data AD Addess index town please Scrap5 E Scrap6 ii Scrap i Scrape E a pa pa Scrap Clip FormatH ame As well as the fields in the database the Macro List of Fields window gives you access to m All Scrapbook fields m The Clipboard The name of the current format This is useful for macros in which you change the format for printing for example and then return to the original format
226. elected text to the Clipboard then remember to depress the CTRL key before releasing the mouse button at the Clipboard icon To paste text from the Clipboard icon into the window you are editing perform the operation illustrated above in reverse direction See also If the record is large and the window small and you don t know exactly Editing in where the target field is then Chapter 17 m move or copy the text first to the Clipboard icon m use the Go to field command to reach the target field wherever it is hidden m drag the text from the Clipboard icon to the field 18 6 Display and indexing of transferred text The text which you paste or move within the record is always fully loaded regardless of the size of the target field but only as much of it will be displayed as fits in the field in the current format Text is displayed word wrapped to fit the width of the field Chapter 18 Text blocks and Clipboard operations 151 Text formatted into paragraphs is joined into one continuous line when loaded into a single line field Text copied from a Cardbox record to the Clipboard contains all indexing information and so does also any text selected and moved as a block The original indexing is reproduced exactly if the text is pasted into a field with indexing mode Manual or Automatic the entire text is indexed with indexing mode All and nothing at all with None regardless of how the text was indexed when it was put into the C
227. ems of information and define the way in which they are to be laid out on the screen and on the printed page In this part of the manual we first define the basic elements of a format show how they fit together in records of various kinds and then explain in detail the definition of each element 23 1 Main elements of a format PLE FMT EXAMP E Crass aa Maa a am ae aa a ae HUTTE Fatbe sone covespondence rsonal correspondence H Ta Name COA RS Field with caption ext as HEH Fie LTR ai A Mere block il The main elements of a format are shown above They are shown in the way that they appear in the Format Design Window when you edit the format In addition to the fields that you lay out in the format design window you can also attach to your records extra text for which you do not have to reserve any space in the format You merely declare extra text as a property of the format in the way described in Chapter 26 In the Format Design Window Cardbox uses different coloured backgrounds to distinguish fields and merge blocks from the background When you are displaying records fields and merge blocks normally have the same colour as everything else but you can choose to give them different background and foreground colours for greater contrast For further details see Appearance in Chapter 7 Fields See Chapter 25 for further Information Chapter 23 Format design 182 Name MA Dr J B Na
228. ended end of text into view Hold down SHIFT and click on the point where you want the block to end ABSTRACT FIL Title Marketing by Computer Performance Prediction and Problerm S potting AuthorB Brown Journal Business_Cornputing Reft 029776 Vol MoS Date 12 80 P 12 Mos 3 n was de FRc oped Bd at time rt h Interactve mtenrated susteni w LE ABSTRACT FIL value of He C mae asa mark eting aid The E ara mE eting info ummatio ri ael PE 75 ai uzly d traced Each month the Courage system produces tailor made management repo by analvsing 100 million sales figures Information i used to solve many marketin problems eg distributing Forecasting planning and model building are among t useful tools provided by the computer aon ERE a 1 pow mal merit 1s B iraq ip lor made management repo by lees ie iy milli IM sales figures Informatio n i used to s solve re many marketin interactive ede suste traced Each month th Chapter 18 Text blocks and Clipboard operations 147 When editing m Either use the method shown above or attempt to move the insertion point towards the intended end of the block Text will be automatically scrolled regardless of whether it is the field or the window that is too small If you want to select the whole of the text in the field then press CTRL 5 on the numeric keypad or choose Edit Select All 18 3 Editing with selected text blocks Dragging text to the Clipboard icon I
229. ently active database window The format currently in force is immaterial data are loaded into all matching fields regardless of whether they are present in the current format But matching of data to fields depends on the type of the input file see under separate headings below Chapter 33 Transfer of data 291 The size of the field into which data are loaded is immaterial the relevant data are always loaded in full though they will not be displayed in full if the field is too small m Records are not validated as they are loaded If you are using validators you should use the command Edit Batch Validate or Edit Batch Select invalid records after loading data to ensure that the new records are valid To load a file in any standard E format choose File Transfer Read which will open the Read Bll atiati from File dialog box described Tees ae below Puuies Writes O Read from window The Read from File dialog box Read From File File Name Directories blinerey dmp address dmp allflds dmp extra dmp many dmp Drives over5 dmp sample1 dmp ic msdos 5 Character set List Conversion Types A o Read Cardbox INTERNAL dump file DHP EI Read Cardbox INTERNAL dump file DHP Read Cardbox EXTERNAL dump file EXT Read a comma delimited text file TAT Convert dBase Ill files to Cardbox D BF adresses ADDRESS TXT The Read from File dialog box opens wi
230. enu commands CalCUlAtOn rinise 346 MANA CCR iesiccancbreeseiobsitaccnct 343 Play a MacPro cnnan 343 SCAP DOOK aea 39 Start Recording 08 341 Stop Recording 666 342 Mailing labels See Labels Manual indexing mode 167 Manual selection CACC INO iaa a 96 with relational links 129 Margins label OSE Srana 263 laser MALIMNS cccceeeee 264 text Ma S aia 264 Menu bar promoting demoting menus 44 Menus CASCACING cercuri 44 Merge blocks appearance control 234 bold characters 235 italic characters 2393 underlined characters 235 Dal COUCS skeet lat 228 data references See Insert menu merge blocks defining data references 231 TAXCO Erena 229 position and size 229 PLOPETUES ecco 233 errors in definition 234 field references 004 229 general description 224 headings and footings 225 in formats Overview 182 properties alignment c ee 22i automatic height 225 automatic width 225 blank fields 226 228 concatenating lines 227 Merge command 000008 4 Merging selections 117 Microsoft Help Compiler 19 Minus sign IN indexing ceeeeeeeeeees 168 subtraction operator 348
231. ept that words entered from the keyboard start by being indexed All Everything in the field will be indexed and you cannot change this 25 1 Creating fields in the native format Insert Field Ctrl F Merge block Ctri h Text Ctrl T Line or box Ctri L Add a new field Name indes sumame only Address street and town County and postcode Salutation Telephone Fas Paste Graphic Ctrl G Date of birth To create a new field in the native format choose Field in the Insert menu or press CTRL F alternatively open the Field drop down box in the status bar and select Add a new field In response Cardbox will change the cursor to a small bright box with which you define the position and shape of the field in the way described in Section 24 1 Chapter 25 Fields in formats 210 Field properties caio Sd E Fieldname Name SOT d Deseo Existing field names Type Index Address street and town Date of birth s Text O Hone Number of dependent children County and postcode Salutation Gross annual income O Object O Automatic Last contact with any of our offices Single Mamed y idowed Divorced O All Name index surname only OO Image s Manual Once you have marked out the field in the format Cardbox will display these two dialog boxes in which you can change the field s name to a name of your choice add a description of the field and set its indexing mode in the way d
232. er 16 Relational searches 131 In this operation we have the choice of two modes for updating the applicants window Update on request by pressing F9 on completion of the search parameters in the CONTROL window Auto update switched on by pressing SHIFT F9 which will update the applicants window with every single change in the CONTROL window In this mode the applicants records may disappear until the word you are typing forms a matched keyword We show below what the applicants window may look like as you search for people with Windows experience and available in London APPLICS FIL a Michael Sibley 23 Garnier Mansions Woodford Road London Sw 90 Analyst Programmer 19 000 071 225 4172h 071 928 5510 31 Fiere Boucher 48 Larkfield Road London Nis Aaw Analyst_Programmer 15 000 081 662 1078 Bharat Mistry BY Upper James Street Willesden London Nid BAC Analyst_Programmer 17 500 081 943 6231 h Joanna Wilkins 95 Aldicot Avenue Wolverhampton Analyst_Programmer 25 000 0902 510894 h Michael Sibley 23 Garnier Mansions Woodford Road London Sw 900E Analyst Programmer 19 000 OF1 225 4172 h 071 928 5510 31 Bharat Mistry 6r Upper James Street Willesden London M4 BAC Analyst_Programmer 17 500 0671 943 6231 h Joanna Wilkins 95 Aldicot Avenue Wolverhampton Analyst_Programmer 25 000 0902 510894 h B conor BB oo Lee Michael Sibley 23 Gamier Mansions Woodford Road London Sw
233. ere Ensure that only the words on the picklist are indexed Index items Normal use Validators are active throughout editing which includes the creation of new records but the final validation takes place only when you come to save the record Validation errors Whenever you move from one field to the next as you edit a record Cardbox will validate the field you are leaving If it finds something wrong then m it will highlight the exclamation mark button in the toolbar m and will replace the word Editing or New record in the status bar by the word Invalid These error indications will continue as long as there are validation errors in any field not just the one you are currently editing To see what errors are being reported m press the Show errors button or m use the command Edit Validation Show errors Field DA Tem 12737933 o WARNING The term is not in the date range Validate date Vahdaie Date x indere flange 1373793 3074794_ List Bay of ment O Henezesis ned O fiphorgi Not alowed Next gt gt Cardbox will display details of the validator which the field has failed to pass With multiple validators specified for the field it will be the first failed Chapter 36 Validation 328 validator but you can also see any previous validators successfully passed and any further validators against which the record has not yet been checked Edit will take you back to editi
234. es Printer settings Chapter 28 The format background 240 To edit a line of text double click on it it will appear on a dark background and you will now be able to use the standard text editing commands described in Section 17 2 Alternatively select the text then choose ret Ra Mite fa eh HH Edit item or just press ENTER Prete tt tte et ee The text will be highlighted Don t start y HA typing right away or you will overwrite the Ma short line of texte Bo as TERPPPPrPrPbrPrrrrrrrrrrieel existing text Click where you want to start editing the text or use the arrow keys to get Tl lalallala HH there Be short ne of text To delete a word double click on it to highlight it first then press Del To select an arbitrary portion of text for deletion use the techniques described in Section 18 2 As you make changes in the text its original alignment is preserved The text item will expand or contract as necessary but the anchor point will not move Deleting text To delete a text item select it then press DEL or choose Edit Delete 28 3 Graphics in formats You can paste a graphical item such as a bitmap from the Clipboard to form part of the format This is not the same thing as pasting it into a record a graphical item pasted into a format appears the same for every record but one pasted into a record appears as part of that record only To avoid confusion we refer to the latter as an ima
235. es to formats whose lowest part consists of a multi line field as in the example shown later in this chapter With this option not selected Cardbox will output as many lines as the format contains with the option selected blank lines at the end of each record will be omitted Include page headings If you set this option page headings will be printed at the start of the file Page footings and record continuation headings and footings will always be omitted Handling options as customised types If you save the options you have defined as a customised type you will have saved also the format in which records are to be written and the name of the output file Chapter 33 Transfer of data 303 To save a customised type Having chosen the format and defined all relevant options enter a name in the Customised Type box and choose Save To edit a customised type To change the parameters stored in a customised type select it in the List Conversion Types box of the Read from Window dialog box and choose Edit If the output file named in the customised type still exists Cardbox will ask you whether you want it to be overwritten You can at this stage enter another filename if you wish If the format to which the customised type refers no longer exists Cardbox will display a warning and will refer to the native format by default m Having finally reached the Formatted Output dialog box you can change the format or opti
236. escribed earlier in this chapter If you want the description of the field to be the same as its caption then enter the caption only and leave the description box blank The View box and the associated Set button apply to the special user interfaces such as radio buttons and check boxes which we describe in Chapter 29 Validation is described in Chapter 36 In version 2 0 of Cardbox the Field Properties box also has an Appearance button to let you specify a separate appearance for an individual field overriding the appearance of the format as a whole Having set the field s properties SReRRe Ree Rees f ae CECE Tt hoose OK and the field wil ae pear in cele nn ans ee Ht m Uhh I TT bars which enable you to adjust its shape and size 1f required Chapter 25 Fields in formats 211 25 2 Inserting fields in alternative formats Insert a field Address street and town Salutation Telephone F ax Single Married widowed Divorced Number of dependent children Last contact with any of our offices Next contact to be made by this office Notes index keywords Insert Field Ctrl F Merge block Ctri hi Text Ctri T Line or box Ctri L Paste Graphic Ctrl G To insert a field in the alternative format m choose Field in the Insert menu or A press CTRL F In response Cardbox will list the fields which exist in the native format but are not yet present in the current alternative format m Alternati
237. escribed later in this chapter be Format size and boundaries Appearance control is described in Chapter 7 There is no practical limit on the size of the format that you can design its width and depth can extend over several windows The size of the format is measured in rows and columns along the scales laid out between the boundary slides Each row represents one row of type in the currently selected font and one column represents the width of one character In a variable pitch proportionally spaced font the characters are of course different widths 1 is the narrowest M the widest by default Cardbox uses a column width somewhat wider than an average character but you can adjust this using the Grid Spacing control that is part of the Appearance attributes of the format The area of the format within the red slides determines the size of records as they will appear in display and print Chapter 24 The Format Design window 197 1 EJ SAMPLE FMT NAME PROFESSION DJB sampe In this example the lower Eeen Inte rron ones i vertical slide leaves an Pa WActress empty line below the two Baie ere fields so records will appear with a blank line between them Frank Martin Esq Merchant banker In this example the right Merge horizontal slide determines i blocks are how far the merge block EUEUERNOOVOUENEGH Wooded Cotage described in for a label can expand E Slaidburn Chapter 27 horizontally an
238. ew 2 1 View 3 Actual size be dese k a e E Zoom in Configure Cardbox Configure Windows Show errors in validation Show picklist in validation Play a macro Record a macro Stop recording Chapter 5 Specialfeatures 48 View 4 x1 View 5 x2 File Utilities Configure Cardbox File Utilities Configure Windows Edit Validation Show errors Edit Validation List Macros Play a macro Macros Start recording Macros Stop recording 5 2 Additional buttons Page flip button F3 from the keyboard Hook This button appears in the title bar of a database window if the current format contains extra text It enables you to flip between the front of the record containing the main fields and the back containing extra text This button appears also in the Search command dialog box shown below where it enables you to change the search mode Freld to search all fields leave this blank Chapter 5 Special features 49 era OMD Source Metal Bulletin 84 04 17 pp 31 Click or press F3 Products Steel Bar 22a a ee DME el he country will introduce a programme of oluntary restraint on steel exports to the US in order to stem unfair trade cases against it by US mills Exports of most carbon steel products will be restricted to 395 000 m tons rom 4 84 a drop of 30 vs 1963 Exports will be cutto a 0 45 share of the US market
239. ex search alphabetic ranges 79 AMDIQUOUS cceeeeeeeeeees 79 fuzzy matching 79 numbers and dates 79 NUMETIC ranges 79 unique terms 79 wildcards cccccceceseeeeees 79 1 0 6 cee ere ner em 79 kept selections 94 manual entry cc eeeeeeeeees 79 record numbers 0006 99 relational search See Relational search selection in previews 79 Searches complex outlined 27 Merge command in complex 41 Select also command defined 71 Select command defined 71 Selections MET EING zenne 117 transfer between windows 114 Selective scanning See Browsing Sequence of fields 138 Sequence of records See also Sorting records custom illustrated iaa 173 FEV CISC Orde Fea se cmt 65 single field THANKS airs Co 6 eee pene nb 173 transfer between windows 114 Sessions retaining database windows 42 Shortcuts INDEX searches ocio 76 Single page printing 110 Single record printing 110 Slash division operator 348 word index identifier 78 100 Sorting records custom sequence 66 multi field eee 66 sino otal to 6 Bese eet eeenerer feet 65 Split window See Extra text Starting Cardbox cccseeeeees 18 Status bar browse bar seeeeeeeees 102 Clipboard icon 00 148
240. exibility into your macros by leaving it to the user to enter some variable on playback for instance m the field to search or total m the keyword to use in a search command m the text to insert in a record or in general any parameter that is necessary for the execution of the macro but whose value you want to leave under user control You should ensure that the text of the message tells the user what input is required m Example Input of a search parameter Here is an example of a very simple macro which will ask for the name of the county to be selected Message Text Name of county Name of county OK Po Select Field CO Text Paste OK Having entered the name of the county choose Copy or press ENTER When recording the macro m choose Message in the Macros Toolbar m enter the text of the prompt in the Macro Message dialog box m click OK or press ENTER Chapter 37 Macros 372 Macro Message Message Hame of county Message Type close Y Input O Status O Progress O Pauze The User Input dialog box will next be displayed You can close the Macro Message dialog box at any stage from now on m Enter the county to be selected in the USER INPUT recording session Hame of county m Choose Copy to copy the name to the Po Clipboard from where you can next paste it into the search command Finally name and save the macro in the normal way E Example Field totalling Here
241. f the field on the screen must be adequate for the number of option buttons or check boxes that it is to contain as well as for the layout which you intend to adopt We discuss the layout in a later section below Define the field s name in the normal way Name DEPARTMENT In the Field Properties dialog box Caption O set the Index mode to Automatic or n All Type Pull down the View list and select Text Option buttons or Check boxes Choose Set which will take you to Automatic the Set dialog box described under all separate headings for the option buttons and check boxes below View The option buttons handler The option buttons handler replaces the normal field text display with option buttons Option buttons allow you to choose one particular option from a fixed number of options Cardbox s option buttons are slightly different from the option buttons you find in Windows dialog boxes dialog boxes always start by choosing one button automatically by default but Cardbox does not Chapter 29 Advanced format design 255 You define the options and the layout in the Set dialog boxes shown below The pictures show the dialog boxes defining the layout of fields Department and Sex shown in the native format at the start of this section Code list Code list M t Administration Fi Sal Enter the code for each option that Publicity Customer relations Development A 7 Quality_control Documentation Product
242. fields 305 conversion types 291 297 file formats summarised 290 OVETVIEW cccccceeceeceeeeeeeeseees 290 Database constituent files 06 a2 creating a new one 177 creating and handling 176 description About this Window 20 display in file selection 54 entering and changing 38 new database 6 179 design complex formats 162 dividing record into fields a Mahala cts ahi 158 field descriptions 162 field NAME Acssracenceersenss 161 general considerations 158 TUSSI ZC hese isccicainsucaceaden ts 38 158 NAMIN eea 179 opening an existing one 53 SUTUIC Ler es 18 32 Database window GOW YC AE AAEE AE EEE 36 TUSCAN oies 35 multiple see Multiple database windows multiple record display 36 OPENIN S ciro 37 PANN osa 38 Date FONDAS sn 337 353 WSC TUNG sana 353 Validation ccccceceeeeeeeeees 337 Decimal point in calculations 0 345 I IMIC KIN Senses 168 Decrypting a database 382 Default entry See Validation Deleting a batch of records 152 alternative formats 194 WAS ES ie tae NS 323 inserted objects 00 388 items in formats 004 204 MAC OS a 344 Selected Te rb anpe n 147 words and characters 139 Deleting fields sis ciecietsess 204 effect on new fields
243. fields search then turn the Don t search extra text check box on To search one designated field enter its name in the Field text box in one of the three ways described below To search extra text use a double asterisk xx for the field name Method 1 Type the field name in the text box Method 2 Use the drop down list The drop down list will contain only the fields present in the current format Method 3 Point to the field As described in Section 10 5 for index searches move the hook to the required field and click the left mouse button If you find it convenient to click on another window open on the database make sure that you click on a field which is also present in the window you in which you are running the data search Chapter 11 Other search modes 91 Specifying the search parameters The matching of your search parameter with the data is influenced by the choice of the Match options with the default settings being suitable for straightforward contextual matching O Entire field as With this option turned off the matching string can one unit O Punctuation O Case occur anywhere in the field With the option on the entire field is treated as one unit but you can introduce various refinements into whole field searches using wildcard characters in the way described below With this option off Cardbox ignores all punctuation marks in the text as well as in your search string looking only at the alphabeti
244. finition of the native format Alternative formats give you additional flexibility in the presentation and output of records and you will generally design each alternative format for a specific purpose Each alternative format must have a distinct name In an alternative format you can use only the fields that have been defined in the native format but you do not have to use them all and you can give them a different position shape and size You can also change add or omit field captions You can insert fields into merge blocks to mailmerge their contents with some standard text or to compile mailing labels Chapter 23 Format design 187 You can assign to each format native or alternative the following attributes Appearance attributes defining the font and size text and background colours etc which should be used for screen display Chapter 7 Printer settings defining how records printed in the given format should be laid out on the page Chapter 30 Description conveying the purpose of the format its properties or the required printer settings Section 23 3 23 3 Creating and editing formats The Format Design Window and the things that you can do within it are described in Chapter 24 To create the native format Use File New to create a new database Use the Format Design Window to define the layout of the new format Use File Save to save the newly designed native format Cardbox will ask you for
245. for it This is a specialised feature and not generally useful For more information about how to set up a pushbutton search for Pushbuttons in the Cardbox help file or press F1 while you are editing the properties of a pushbutton Chapter 29 Advanced format design In this chapter we describe some advanced aspects of format design We describe m sequencing of fields m selecting moving and deleting multiple items in the format m handling of large formats that is formats larger than the format design window installation of special field handlers for input by means of option buttons and check boxes and output of numbers as bar codes 29 1 Sequence of fields When you enter data into a new record you will often find it convenient to go through the fields using only the TAB key to go from one field to the next rather than the mouse In response to the TAB key Cardbox normally takes you through the fields in the order in which they were created in the native format and it displays the fields in the same order in the various drop down list boxes If the sequence in which you originally created the fields is not the one in which you want to use them you can change it in the following way sequence of fields during editing Appearance Ctrl A sequence of fields DE Salutation VAD Address without name of court C l CO County anek oom 1 22 x TE Telephone Fax number x BI Date of
246. from unindexed to indexed and back again by pressing the CTRL key or by clicking the right mouse button when the cursor is on the word or immediately next to it Automatic This is the opposite of Manual that is words entered from the keyboard start by being indexed but you can unindex them selectively Everything in the field will be indexed and you cannot change this Nothing in the field can be indexed 21 2 How Cardbox indexes Cardbox maintains separate indexes for numbers and for ordinary words dates count as numbers This is because the order in which the index is kept has to be different Numeric order 12 3 14 23 Alphabetical order 1 14 2 23 3 just like CAR CARRIAGE CAT CATAPULT CAW Cardbox updates the index as soon as you store a record It first looks through the record identifying the terms to be indexed Term in this context means a string of characters which is either in a field of its own or is separated from other strings by spaces An indexed term can be up to 64 characters long if it is longer then Cardbox ignores characters after the 64th for indexing purposes Chapter 21 Indexing 168 Next Cardbox looks at each term in turn to see whether it should be indexed as a word as a number or as a date This is determined by the first character in the term ignoring any parentheses and currency symbols The term is indexed as a number if it begins with a numeric digit 0 to 9 a plus sign a m
247. g on transfer 151 INO VINO esna 147 SClECHING acai Ala cosets 143 all text in the field 146 cancelling selection 144 145 in Batch edit 145 using the keyboard 145 using the mouse 145 when editing records 145 when viewing records 144 Thumbnail images in image control window 313 in print control 313 SIZE CONTO eieiei 311 Time TOMA e 353 Inserting eee cece eee eeeeeseeeeeees 353 TimestampIng arinin 258 Toolbar buttons described 45 disabled commands 45 Transfer between windows Fetch and Give appearance 2 0 eee eeeeeeeeees 113 browse position 113 FOMAC eien tedudes 113 Yo e010 113 S126 o 11 6 eee rere 113 Typing errors COMECHNG sist descr wont 139 U Unauthorised access See also Encryption User profiles PrEVeENUNS aise 380 Underline _ in calculation errors 353 376 IN indexing eeeeeeeeeeeeeees 170 effect on retrieval 172 effect on sorting 173 Underlined characters in merge blocks 235 aE ene ee E eine nena 275 in screen display 06 60 Undo one level command defined E eco seein cee ote EE E T2 Undoing changes in field text 141 deletion of format items 205 deletion of formats 194 record deletion 0006 141 search commamnds 06 72 Unique term s BEAN 1
248. gardless of whether indexed or not Tagging means placing a mark on individual records to distinguish them from the other records in the selection You can apply all search commands to tagged records alone You can at any stage keep the composition of your current selection in a named list and manipulate those lists by the normal search commands You can refer your search commands to a block of records in the current selection and sequence This mode works like Kept selections but instead of keeping the selection in a named list you leave it in a non active database window or even in a window minimized to an icon This particular search mode is described in Chapter 15 Chapter 11 Other search modes 89 You can access some of the additional search modes such as Data Tag and Keep from submenus of the main Search menu You can access other search modes by starting a normal index search and then changing the mode in the command s dialog box as shown below Select SEARCH MODE h all fields leave this blank v Index Data Tags Kept selections Select Record numbers Fetch CU More gt gt ee ate index press button to overnide 11 1 Searching record data When you search record data Cardbox reads through the text of each record and this process is much slower than an index search Consequently m data search is not available with the Include command which would entail reading through the entire database
249. ge For more details on images see Chapter 34 and Chapter 35 for more on image fields A graphic pasted into the format has the following main properties m position and size which you mark out in the same way as for a field or a box display mode in which you specify whether the graphic is to be displayed as a foreground feature of the format or form a background to other format items such as fields or merge blocks Chapter 28 The format background 241 Inserting a graphic A You can insert a graphic into any format and you can make multiple insertions of the same graphic or insert several different graphics However a format cannot consist of graphics alone it must contain also at least either one field or one merge block though you can leave the merge block empty without any text or field references ETH Field Ctrl F Merge block Ctrl h Text Ctrl T Line or box Ctrl L Paste Graphic Ctrl G To insert a graphic into the format you are editing choose Insert Paste graphic or press CTRL G then mark out the position and shape of the graphic in the way described in the next section The command Paste graphic will be dimmed if there is no graphic on the Clipboard and a message in the status bar will confirm this You can use the standard Windows Clipboard Viewer to check what the Clipboard actually contains Position and size Mark out a rectangular area for the graphic in the same way
250. ge storage dialog box 320 Images copying to the Clipboard 315 ELC LIS srl cecsa vase atuacieay aes 323 full colour display 310 full screen display 310 adini ranea 317 DASHING ssai 319 pixel Shape nar 320 print quality eee 314 PONIN oinnia 314 reading from files 318 PESOMUTION gxsseceieiertet eterno dacs 320 scaling in display 309 SCANMING ss cents ni cts eens 319 size in display 0000008 309 writing to a file 315 Importing TAGS T See Data transfer eraphics See Graphics in formats HMA DCS ninaa See Images Include command defined 71 Index alphabetic and numeric 166 automatic update 141 Index listing See Preview of selections Index previews ill strated iaa 166 Index searches See also Data searches alphabetic ranges 0 81 ambiguous search parameters79 choosing commands 77 HALOS BOX nex eels eet 77 fuzzy matching 000006 80 numbers and dates 82 NUMETIC FANES cceeeeeees 82 OVCTVIC W iien 75 preview lists anisses 79 previewing selections 82 SHOT CUCS iien 76 specifications eeessessse0000 74 specifying the field 78 WNIQUIS LOPS nest e edad 79 wilcard characters 79 WOES aon 79 Indexing collating sequences 175 hyphenated words 173
251. ges described earlier and you can make up the message from text entered at the keyboard and variables pasted in See the concluding statements in the macros quoted above Progress Macro Progress Bar Inner Edit loop Use the Progress option in the Macro Message dialog box to display the progress of the macro through a loop The progress bar grows in proportion to the records processed and the message entered in the Macro Message dialog box is displayed above it This is the way in which a progress Message Progress message is recorded in the macro script Text Inner Edit loop OK Chapter 37 Macros 375 Pauses You can make a macro pause during playback and let the user perform some operations before continuing further playback For example you can give the user a chance to refine a selection before going on with further m processing of the macro To insert a pause in the macro you are recording choose Message in the Macro Toolpad select Pause in the Macro Message dialog box m enter the text which is to be displayed during the pause m choose OK or press ENTER m when the pause box appears choose Continue and carry on recording the macro During a pause most Cardbox commands and functions can be performed Continue will resume the playback Halt will stop further playback of the macro 37 11 Errors and error messages Errors while recording macros If you make a typing mistake while recording a
252. ggle controlling ECEFEREME RO the display of images as icons within i the image control window We refer to these icons also as thumbnail images and you can choose their size D 24 LEEA in the Cardbox Options dialog box Record 18 eA of 13 shown earlier in this chapter You can click on any icon to bring the corresponding image into full screen display and you also use them to select images for printing in the way explained below With the exception of the Print command which allows you to print several images at once all commands apply only to the currently displayed image The current image is also indicated in the icons by a highlighted number box and you can bring any of the listed images into full display by clicking on its number ESTED compression Cador ize on disk 7OKB 3 i 5 E era ei e Record 18 ES iiil J of 14 The Info button will give you information about how the current image was scanned and its size 34 4 Output of images You can print images copy them to the Clipboard or write them to a file In each case the whole of the image is output Printing images The Print Images dialog box p p P int selection check boxes shown below allows you to 5 JE print all images or a range of co ER a m Z images To print an arbitrary selection you should select the images in the Image Control Al 2 8 f Ts 2 window by turning on their Record 16 Cel gt of 16 check
253. h as Visual Basic to access the Cardbox database directly This means that m You can transfer records directly into Cardbox from Visual Basic without having to write them to an intermediate file first If you have a file in a format which Cardbox cannot read directly you can write a Visual Basic program to read that file and write records into Cardbox m You can transfer records directly into your program from Cardbox without having to use an intermediate file For details of direct program access to Cardbox databases enter the command Help Technical Articles and under Data Transfer click on Direct access to Cardbox databases Chapter 34 Using image databases An image database 1s a Cardbox database that contains images as well as text Database file FIL Format file FRM image tile FIM An image database has the same basic structure as a plain text database but with the following additional elements m an image file type FIM in which images are stored and an image field in which the images are displayed Unlike ordinary text images do not form an integral part of records but are merely attached to them You can attach an image from the image file to any number of records and a record can have several images attached to it In the latter case you can display the images one by one In this chapter we describe the handling of images which already exist in the database The process of scan
254. h items to index So think of indexing mainly in relation to the way in which you will want to retrieve and sort your records 20 1 Designing records The most important decision that you have to make when designing records is into how many fields to divide the data and in doing so you must bear in mind how you want to retrieve the information and how you want to output it You can move data between fields if you should find that your initial division of information into fields was not quite right but it is generally easier to combine data from a number of fields into one rather than split the data stored in one field over several Therefore when uncertain about how you are going to retrieve records allow more fields rather than fewer but equally do not create multiple fields where one will clearly do and here is an example of such a case Special field handlers are described in Section 29 4 Chapter 20 Designing your database 159 Available in languages French German Italan Portuguese opatish Other Lanquages French German Spanish Languages French German Italian Swedish Lanquages French Italian Portuguese Spanish Lanquages German Russian Suppose that you are transferring to Cardbox a catalogue of publications which are available in several languages In the original manual system the languages are indicated by a checkmark against the applicable language as shown in the top part of the pic
255. haracters 00 213 EXE COlOUE sitet tea eerste 275 underlined characters 275 Printing CON DUON S Aiesa 110 errors missing characters 112 extra t xt eee ee 108 221 NIAC CS EE E EEE 314 IN COIUMOS eeeceeeee ee eees 263 page orientation 04 266 previewing output 111 progress FePOTt eeeee 111 sinele PAGES cess eutiecsetatenste 110 single records 110 Variable text width option 222 Printing the format 188 Programming MACIOS cereri deeeccestescds 340 Promoting search menus 44 Pushbuttons in formats OVELVIEW oiea 185 246 Q Question mark as wildcard character in data searches 91 in index searches 80 Quick select list box 20 54 R Radio buttons See Field handlers Ranking of fields in multi field SOPUMG together adaseeutetions 67 Read from File dialog box 291 Reading data from files 290 comma delimited 292 external format 292 internal format 292 linking fields 05 294 Read only PICIOS gone inssie uae 212 Record continuation heading footing See Headings and Footings Record Men snesen 136 as separate MeNU 6 44 Record number derned senene e n 70 direct access to specific 50 So tospe f Genc 104 in status bar 36 70 Selecting ranges
256. he Cardbox window Chapter 21 Indexing Cardbox allows you to retrieve records from the database selected on a combination of criteria The fastest retrieval is when you select on indexed items but you can also select on unindexed text and even fine tune your selections by hand without making Cardbox refer to the contents of records Indexing for fast retrieval is the main feature of Cardbox You can index any word number or date in any combination and in any field in your record You decide how fully the information in each field is to be indexed when you design the native format of your database Chapter 20 outlines the main points you should bear in mind when designing the native format and choosing the indexing modes Name Mrs Imogen Quest Dear Mrs Quest Addr 12 Cranleigh Place Tel 0764 5585 Egham Date of birth 6 4 44 Se F Married ha No of children Income 10 000 Count Surrey Frotession Actress Lastcontact 2 4 62 Roger Merton Next contact early in October Notes Stage name Imogen Blakeley You can easily arrange for indexed words to be immediately recognisable in the records you can display them in a different colour at a different intensity or with different attributes such as italics or underlining In the picture above we have used bold type for indexed text and regular for unindexed Chapter 21 Indexing 166 Names Professions Incomes BARLOW BLACK BRIDGES BROWN BYLETT CAVEREL COOKSLEY COSGR
257. he field Automatic This validator puts a serial number into the field You numbering can control the format of the number and the starting value See Section 36 5 for full details 36 1 Principles of operation You set up the validators field by field in the native format of the database You can assign any number of validators to a field and in any combination that will achieve the desired result Validators are active whenever you add or edit records They are not active when you load records from a file in this case you will have to validate the new records as a batch after you have loaded them You can if you like turn automatic validation off by entering the File Utilities Configure Cardbox command and turning on the Disable validation on records check box This disables validation without affecting the installed validators and you may do so to avoid being interrupted as you enter or edit a large number of records You can then enable validation again and validate the new or altered records as a batch Chapter 36 Validation 326 Field validation You choose and assemble validators in the order required to achieve the desired effect We give a couple of introductory examples before getting on to details Example Mandatory date There is a field in the record whose entry must meet the following conditions m only one item an indexed date the date must be within a specified range m the year must be in 4 digits
258. he margins of your printed text As explained in Section 30 4 m if you are printing on ordinary paper the margins are measured inwards from the edge of the paper m if you are printing on mailing labels the margins are measured inwards from the edge of each label The message about laser margins appears if you are using a laser printer that cannot print right up to the edge of the paper most laser printers cannot and will continue to be displayed as long as any margin remains below the limit defined for the printer which is usually about 7mm or tin The adjustment which Cardbox will perform to clear the laser margins may have a significant effect on labels please refer to Section 30 4 for further details 31 3 Records Printer Settings Printer and Paper Text Margins lt lt Records gt Format occupies 15 lines of 80 characters Variable text width L Omit blank lines at the end of records O As wide as possible L Translate underlines into spaces DJ fried feduate fgtitaa Pins gegen They chars LJ 1 record per page O Try not to split records across pages Gap between records jo This page of the Printer Settings dialog box enables you to control the handling of records on the page Chapter 31 Printer settings 273 PNA Robert Wilson d gt FRosetree Cottage E Mill Lane Penshurst Lt et 5 Tunbridge Wells 3h Kent TNS GFD The indicated size of the format will be accurate for a for
259. he new command In Windows 3 1 you do this by clicking the top right hand corner of the dialog box in other versions you do it by right clicking on the title bar or pressing Alt Space To change the search mode click on the page flip button or press F3 to open the Search mode menu As you change the search mode the dialog box will automatically be replaced by the one applicable to the new mode Chapter 10 Index searches In this chapter we describe index searches which are the most common type of search for fast retrieval 10 1 The elements of a search specification Within the database file Cardbox maintains a separate index for alphabetical and numerical terms and you search each of these two indexes separately In general any term beginning with a numeric character such as a plain number or a date is indexed as a number and all other terms as alphabetic strings so you should have no difficulty in deciding which index to address and Cardbox will in some cases choose the right index for you However if you have used any special indexing methods then familiarity with Section 21 2 How Cardbox indexes could be helpful Each indexed term carries the identity of the field to which it belongs and your search specifications will in general consist of the following elements Search command Field specification Index specification Search parameter which tells Cardbox what to do with the records matching your
260. he normal Windows facilities for selecting and configuring the printer In addition to the paper sizes that your printer supports you can use a variety of standard label types supplied with Cardbox and define your own paper types for labels multi column printing etc w of how information een Py ah M begs bor utline of operations 28 You can set up relational links between two or more databases so that the contents of one provide the search parameters for the others CAR ALE Pi a j Tee Os Bate fet Foti zai d ban SE i rer TI zra m Lis gh phj E care li eater Pepee Sur 100E i N mo inne iing 1s 1508 pimi HN imag cO 7 borcige A Peo poaiias Liria AB Lares bdr A4 210 x 297 mm EI A4 210 x 297 mm Avery L7160 Butterfly 24 serials Envelope 10 4 1 8x9 E Envelope DL 110 x 220mm Envelope C5 162 x 229 mm Envelope 65 176 x 250 mm Envelope Monarch 3 7 8 x f See Chapter 14 Routine Printing and Chapter 30 Principles of Printing Chapter 31 Printer Settings and Chapter 32 Labels Chapter 1 Outline of operations 29 Printer Settings lt lt Printer and Paper gt gt Text Margins You can define printer settings individually for each format and store them in the format definition to reproduce the same appearance every time you print using that format Preview printed output Preview printed outp
261. he top part of this has the same elements as all standard Windows file opening dialog boxes In the bottom part the Quick Select list box lists all databases on the current drive and this lets you open files that aren t in the current directory with a single mouse click instead of working your way through both the Directories and File Name list boxes especially useful if you can t remember the exact name of a file Because it involves searching the whole of your disk the Quick Select list box takes a little time to fill but you don t need to wait you can still use the rest of the dialog box and you can click on a Quick Select file as soon as it appears without waiting for the full list to be compiled The bottom bar of the dialog box will display the description of the last file you have highlighted Section 3 4 describes how to attach descriptions to database files You can select several files to be opened at once but they must all come from the same list box either File Name or Quick Select Cardbox will open a new database window for each file that you select You can open several windows on the same database see Section 3 3 for further details Opening recently used databases At the bottom of the File menu you will see the names of the databases that you have used but closed most recently Selecting one of these menu items will open that database again Opening from Explorer or File Manager If you double click o
262. heckmark in the list of fields at the foot of the Format Design window You can select the field to reinstate in either list and the contents of the field will also be restored except for the records which you edited when the field was deleted Insert Field Ctrl F Insert a field Add a new field IH Grozs annual income PR Frofession Occupation Gender Mamned Single Divorced widowed Number of dependent children Gross annual income Next contact to be made by this office Notes indes keywords If you have not saved the format since deleting the field then it will be reinstated with its original caption and description If you have saved the native format since deleting the field it will be reinstated only with its original description and the caption will be lost Chapter 25 Fields in formats 217 Purging deleted fields If you are quite certain that you will not want to recover the data from the fields you have deleted then you should purge them in order to m free the disk space occupied by the unwanted data and m avoid the spurious reappearance of the data in new fields that you may create in future The command to purge deleted File fields is in the File Utilities menu Utilities Close It reports the fields that will be purged in the dialog box shown below Configure Cardbox Configure Windows ee Purge deleted fields Purge Deleted Fields The follo
263. her validators in that it does nothing while you are actually adding or editing a record only when you save it Whenever you add a record by New Record Duplicate Record or Edit Record followed by Save As Cardbox looks at the numbering field If it is blank Cardbox fills it in with the next available number You can override the numbering simply by entering your own number in the field before saving it Numbering existing records Automatic numbering also happens when you edit a record and save it with a blank numbering field Thus you can number a batch of records with inconsistent numbers perhaps records that you read in from an external file simply by batch editing them and erasing the contents of the relevant field Cardbox will then number each record for you automatically Multiple automatically numbered fields You can apply an Automatic Numbering validator to more than one field We find it hard to imagine why you should want to do this but it can be done and will work correctly When you do File Utilities Adjust Numbering make sure that you select the correct field before setting Next Number Chapter 37 Macros A macro is a sequence of Cardbox commands and keystrokes that can be activated by a single key or menu selection Macros enable you to automate the operations that you perform frequently You record in a macro script the keyboard or mouse inputs that you use to perform an operation and then you play
264. hich may noticeably affect the speed of retrieval is the size of the selection matching your specifications If the selection takes more than a few seconds to perform Cardbox reports its progress in the box shown below searching The progress bar is static because as it scans the index Cardbox cannot tell how many terms are yet to come within your search specification but a display of the indexed terms above the bar keeps you informed of the progress This display may reveal an error in your specifications for instance terms which you would not expect to appear in the intended selection in which case you can cancel the command by clicking the Cancel button or pressing ESCAPE Chapter 11 Other search modes Index searches give you the fastest means of retrieving records from a large database but the formal selection criteria involved in those searches may not necessarily lead to the very final selection that you want You may want to refine the selection further by reference to some unindexed data or even without any reference to the contents of the records and equally you may want to combine in the final selection sets of records extracted from the database on different criteria These are some of the circumstances in which you can usefully apply other search modes Here is a summary of those modes Data Tags Kept selections Record numbers Fetch In this mode you search the actual data in the records re
265. his format YYYY MM 2010 06 MM DD All dates in these examples will be indexed as the values listed for the European format In the European format a single delimiter makes your entry look like an ordinary number with a decimal point so you must always enter both decimal places for an abbreviated date e g 2010 06 for June 2010 or 12 05 for the 5th of December Chapter 21 Indexing 170 Indexing ordinary words Once it has decided that an item is not a number or a date Cardbox looks at it and indexes it as shown in the first table below The second table illustrates the way in which the words north and west would be indexed and output to printer or disk with various characters between them iis AtoZ Accented letters 0109 _ underline is indexed It ranks as a space and is replaced in some outputs by a space hyphen Each part of a hyphenated word is indexed separately and in addition the whole word is indexed as one item without hyphens Output WEST WEST NORTHWEST north west NORTH north west WEST NORTHWEST NORTH_WEST Chapter 21 Indexing 171 Thus to summarise m Words separated by a space are indexed independently as separate words Hyphenated words are also indexed separately but in addition the composite word such as NORTHWEST from north west is also indexed Any of the index entries can be used when selecting records when sorting only the composite word is taken into account
266. his option may not be present This option duplicates whole pages not individual records If for example you are printing mailing labels and want several labels for each record do not use the Copies option here but go to the Records page of Cardbox s Printer Settings dialog box Section 31 3 If the printer you have chosen is the Current Windows printer then the changes that you make will usually apply to all future print jobs 1f you have chosen a printer directly by name then any changes to print settings will apply only to printing in the currently selected Cardbox format Chapter 31 Printer settings 271 Paper size and label types Printer configuration Printer and Paper A4 210 x 297 mm A4 210 x 297 mm Letter x 11 in Legal 3 x 14 in l Legal amp x 14 in Executive 7 1 x 10 in i Executive 4 x 10 in A4 210 x 297 mm Avery L7160 Com 10 Eny 41 8 x 9 in Aver L77161 DL Envy 110 x 220 mm Control sheet C5 Eny 162 x 229 mm Shrink wrap B5 Env 176 250 mm Com 10 Envy 4 178 x 9 in Monarch Env 3 77 8 x Bin DL Env 110 x 220 mm Cardbox s Printer and Paper list looks very much like the list of paper sizes in the printer s own configuration dialog box but as well as listing paper sizes it lists any available sizes of mailing labels to choose a mailing label size select it from the list Adding a label type to the Paper Size list When you first run Cardbox you will not see any label types in i
267. how many will be found by your search command amp count is the variant of Preview which looks only at the records relevant to the current selection command and it shows you how many records are indexed under each word in the list This will often show fewer items because many of the index terms may not be relevant to records in the current selection but because Cardbox has to check this it can be considerably slower than an ordinary Preview Chapter 10 Index searches 84 Note that amp count takes into account the search command currently in force With the command amp count looks at records Select Exclude Exclude also in the current selection Select also at the last level of selection Include in the entire database Progress and interruption of previews With a large index and a wide ranging specification a preview may take a little time so Cardbox will display a progress report The shading of the progress Previewing bar is static and does not change Progress is indicated by the field names and indexed words displayed above it You can interrupt the preview by clicking Cancel if for example the displayed indexed words suggest that you ought to revise your specification or if you see that the preview has already covered the terms in which you are interested You will still get a preview but with a warning that it has not been fully compiled SELECT preview search tor MA WABURAN ACTON ADEIN AGUTTER A
268. ibutes for individual items fields captions lines merge blocks in each format This chapter describes how you can change the appearance of your records on the screen and we deal with the printer specific appearance attributes in Section 31 4 Font amp Text colour Captions Normal Indexed Extra text text text sam OBRA Background colour ado Format background Captions Fields Normal amp indexed text E RATT of Ano Gamma Sota aa A SATAY k E Fiviiectnai Caeuintivay Sonce sii U y Extra text AAEN S ARAT ee Appearance T Normal text Gud i HS Sans Serif 8 ond spacing Indexed f MS Sans Serif 8 Se ee Sn O Extra text 7 MS Sans Serif 8 Line width gt Captions T MS Sans Serf Hormal text is all field text that is not x Bold indexed except for the Extra Text field L Italic L Underlined This picture illustrates the appearance attributes that you can set for the various parts of a record and the way that the parts of the record are listed in the Appearance dialog box which you use to set these attributes Merge blocks obey slightly different rules Chapter 7 Appearance of records 59 Text The styles assigned to normal and indexed text apply to the text read in from the fields in a record Fixed text in a merge block is displayed in the style assigned to captions Background The background is the same as that selected for captions 7 1 Changing the appearance of a w
269. ic and Document is good for text and drawings Some of the remaining options are common to both Image and Document Colours Image The default setting 1s Reduce colours to 16 unless you had fewer than 16 colours in the input image in which case the number is smaller If you are using Cardbox compression reducing the number of colours reduces the space taken by the compressed image You may also switch to Use Windows colours if you want your images tied to the fixed 16 colour palette provided by Windows we don t normally recommend this Compression Image To save disk space Cardbox compresses images when storing them and decompresses them automatically as it displays them It provides three compression methods Cardbox JPEG and Fractal Each method has its strengths and weaknesses Cardbox compression is fast and preserves detail well You can increase the degree of compression by reducing the number of colours used m JPEG Joint Photographic Experts Group compression is slower but it compresses photographic images to a smaller size You can adjust the degree of compression but smaller size means less good image quality m Fractal compression is slowest of all in compression but faster than JPEG when displaying compressed images It can also give dramatically smaller file sizes than the other methods You can adjust both the degree and the speed of compression but smaller size and higher speed mean less good image qual
270. ick starts the Edit command positioning the insertion point in the field you clicked If you did not intend to edit the record select File Quit without saving or press CTRL Q A single right click on a field will start the Select command and set the field in the Search dialog box A double right click on a field will take the Select command a step further to the preview of indexed items from which you can select the search parameters In a search command The control menu of the Search dialog box also contains a full menu of the search commands so you can change the command if the Select command chosen automatically in response to a right click is not the command you want Chapter 5 Special features 51 SAMPLE FIL Name Frank Martin Esq Addr 13 Chatham Hill Road a Saxthorpe County Norfolk Dear Mr Martin Tel 026387 4267 Date of birth 9 10 57 Sex M Married S No of children Income 30 000 Profession Merchant banker SAMPLE FIL Name Mrs Imogen Quest Addr 12 Cranleigh Place Egham County Surrey Field to search all fields leave this blank Soarch for Use Word index D Number date index press button to override Dear Mrs Quest Tel 0784 55857 Date of birth 8 4 44 Sex F Married M No of children Income 10 000 ll Profession Actress More gt gt gt SAMPLE FIL HERI Name Mrs Imogen Quest Bea EELE Addr 12 Cranleigh Place iHA
271. identification of indexed terms PEN EEA E E eet 165 in Bateh dit xc icseucssscestaestacers 156 INOOES na erat cernde non esiniean 140 numbers and dates 168 ordinary WOrds 00008 170 PITIS Sua 172 I WE A tele 167 GORE a EE 140 turning numbers into words 171 Indexing control using validators 00 334 Indexing modes GES CHIDO eseria 167 effect of changes 214 effect on validation 334 field properties 0 208 INS KEV oe 139 Insert menu commands Pte oc xsesscasicnsaceidahwates 209 211 Line Or Doken 236 Merge block 229 merge blocks Date or time 232 R e EEE TATE TE 231 ID ETEA E T 233 Number of records 232 Page number 232 Paste Graphic 241 fc eRe eee ERROR en eetreT eee 238 INSERT MOJE ninnisi 139 Insert Object dialog bOX 387 Insertion point descri DEd sehere as 137 intial position in Edit 137 moving between fields 138 DY MOUSE ndih 137 in Batch edit 156 in merge blocks 230 within fields 0 138 Italic characters in merge blocks 235 iN 0 by 0 01 E eee ment 275 in screen display 0006 60 J JPEG image compression 321 K Keep menu promoting demoting 93 Keep menu commands Clear kepio 95 EX dae 93 Exclude also 93 Melide senene 93 Keep this selection
272. ields Progress and interruption of data searches Cardbox reports the progress of a data search with a progress bar showing the proportion of records read If you find the progress unacceptably slow just cancel the search 11 2 Keeping selections You can keep selections as named lists of records for future reference You can make them permanent or temporary Permanent selections are recorded on the database file They remain available until you specifically remove them On a network they are available to all users of the database Temporary selections are forgotten when you close the last window in the database They are not available to other users of the network Kept selections of either kind are available in all windows opened on the database Chapter 11 Other search modes 93 The Keep command menu The commands which you use to handle kept Keep selections are available in the Keep command menu a pes gia Clear kept This menu appears in the first instance as a ee Select cascading menu in the Search menu but you can Select also promote it to the main menu bar if you expect to use Exclude the Keep command frequently Exclude also Include Demote menu This picture shows the Keep menu in its promoted form Storing kept selections To store the current selection of records select Keep this Hase selection in the Keep command menu and set the 7a Temporary or Permanent op
273. if you wanted to move that item alone Moving and deleting groups of format items Once you have selected a group of items the same rules apply to moving and deleting as for a single item that 1s m you can delete the block of items by pressing DEL if you point to any of the selected items and depress the left mouse button the cursor will change shape to a four headed arrow enabling you to drag all the selected items to a new position Chapter 29 Advanced format design 250 Ee ee eee paa tenta m The moved items will remain selected so you can adjust their position if necessary 29 3 Handling large formats There is no practical limit on the size of a format that you can design but the size of the screen imposes an obvious limit on how much of a large format you can display at once SAMPLE FMT allau liel lal lal l lel la l la If the format is larger than the window Cardbox will display scrolling bars Chapter 29 Advanced format design 251 Scrolling brings a different portion of the format into view at a time giving some overlap between successive views but never going far beyond the boundaries of the format Safe scrolling Scrolling also happens automatically when you drag or resize an item to beyond the visible part of the format Unlike many other programs Cardbox does not continue scrolling forever once you have moved the mouse past the edge of the window it just scrolls as far a
274. ig ah Poros Oia Grong lo be co eed he i ee lha oe Sermo n ads lo ome ede maraon y3 era Poe The eed of el Gee on ode chee coe ee The muso oe eed Fe en coed eed es de o Ihe OF ror n drao ced ee eee Perce eed I mam on iab ye Pete lo eed e cee Gee qi mir Pde fcr a Fia ec Juha At Bad Jou ro Some m F re Youd Code a0 A cd Eam a ye eg bed he emay oo Pods DE ed a Geos Cod ee eed ee leche Fieri hoe alca Comedie on eo bah cg ee c vedo cel ah gud Gol panre od Ge eee o Ie oe td eed geod comes eed ced r eh ce a a bok gu lo comme ig coe cue ee eb Pe ecb eh cord ice toes ed ee ed eee eee ee aa rE Ie Gro doe ee ees E Coe daa dee dedam ed ieee wE e ie ed e Cardia F cel a ree ec ed ee Ce a a a a a a a a a a a a a a a a a a a a a a a a a a a a a a a a a a a a aa Chapter 32 Designing Labels Cardbox comes with a set of standard label types already defined for you but you can also design your own label types either to match a special sheet of mailing labels or simply to arrange multi column printing of your records Each label type must be based on a paper size available on your printer or on an already existing label type You store each label type under a distinct name and the names of the label types that you have created will be added to the drop down list of paper sizes in the Printer and Paper page of the Printer Settings dialog box Once you have designed a label type you will be
275. imilar scheme to indicate selected text throughout this chapter Selecting and copying text when not editing File Utilities Configure Cardbox fee eee Cardbox options gt View toolbar O Larger toolbar buttons ig Allow copying to clipboard even when not editing C Disable validation on records To be able to select text when not editing records you must set a special option in the Cardbox configuration This option is Chapter 18 Text blocks and Clipboard operations 144 Allow copying to clipboard even when not editing and to set it select File Utilities Configure Cardbox and turn on the relevant check box as indicated above When not editing the record you can only select text by using the mouse To select a block ABSTRACT FIL of text position l Title UE Leads in Videotex Race the cursor at the Author D Clark Joumal Electronics Weekly of the eg Ref 020390 Wol No1056 Date 4 3 81 P24 Noss rag 1t to where ieee he British Prestel system hat been given an additional facility moving you want the block hich men Facility is known as Prestend and it allows Prestel graphics to to end then move across the Rereperi Preshend i believed Msb p considerable improvement on the former method of release the mouse simulating movement by flashing characters on and off at predetermined spots button To change the end ABS TRACT FIL position of the Tithe UE Leads in Videotes Race select
276. immediately You cannot assign any key combinations that are used as shortcuts for built in Cardbox commands and Cardbox will ask for confirmation if you try to use a key combination that you have already assigned to another macro Chapter 37 Macros 343 37 2 Playing a macro You can play a macro in one of three ways Macros Play a macro Start Recording ocrapbook Calculator l mE by selecting it from the Macros menu Bo by pressing the applicable shortcut key by choosing Macros Play a macro and specifying the macro to play in the Play Macro Script dialog box shown below In this dialog box select the macro and check its description to see whether it Available macros sales receipts Ctrl Shift S EJ is the appropriate macro for what you b ledger payments Ctrl Shift B 7 Ctrl Shift T want to achieve CtrlShift A Ctrl Shift R OK plays the macro immediately Hessian View displays the script of the macro in the way shown below Cancel cancels the command to play a macro Interrupting the playback To interrupt the macro being played press ESCAPE or click the mouse button anywhere Viewing a macro If you press the View button the View Macro Script dialog box will Name display the text of the macro ina Macro You can only view the macro script JEditRecord O not edit it to edit a macro use the Beraiei Macro Manager described in the next ae section Text Moveto PD Paste
277. in the current format the Print what box will be dimmed otherwise the initially set option will reflect the way in which records are displayed on the screen Chapter 14 Routine printing 109 Main record if extra text is not displayed Extra text if extra text alone is displayed Both if both are displayed in a split window Thi nuum r mu Bih B E m Tin hhnJ mdh Salli Pe dmi Fiad u man mu Jim Pua Bihi Eu Jn naam u 1 I Jimi mmaa n na n r ng us ais OF Hain record Print what D Hain record D Extra text D Both E Xtra text This is what a printout might look like with various settings of the Print what option Extra text printed on its own can come out like a continuous document Chapter 14 Routine printing 110 Variable text width Variable text width TY Same width as the format O Same width as the format As wide az possible As wide as possible Setup opens the Printer Settings dialog box just like the File Printer settings menu command Variable text width is part of the Printer Settings dialog box which is fully described in Chapter 31 ID is a text box in which you can enter any text that is to appear in the printout in the position designated for it in the current format If you are not sure whether the current format can make use of the print ID try putting some text into the ID box and then press Preview and see whether the text appears probably in a heading or footing
278. indexes terms not in the list or range This validator changes the indexing of terms in a field It unindexes terms on the given list or in the specified range optionally it indexes terms not in the list or range Either each indexed term must not already exist in the index or it must already exist you make the choice when you install the validator Each term entered in the field must be of a certain length or its length must be within a specified range Chapter 36 Validation 325 Length of field Either the field as a whole must not exceed a specified number of characters or it must not overflow the visible space given to it in the format you make the choice when you install the validator Number of The field must contain a given number of terms or the terms number of terms must fall within a range You can specify separate limits for indexed and unindexed terms and for words numbers and dates Validate text Text indexed or unindexed must match the specified range or list Validate Numbers indexed or unindexed must match the number specified range or list Validate date Dates indexed or unindexed must match the specified range or list and must conform to a specified format Reformat a date This validator changes all dates into a format that you specify Change case This validator changes text to upper case lower case or a combination Spell check This validator performs an automatic spelling check on t
279. indow You can change the appearance of a database window either by setting the required attributes in the Appearance dialog box or by transferring the appearance attributes from another window When displaying a record To open the Appearance dialog box Select View Appearance or type CTRL A To save the changes select Edit Format Save appearance All changes in appearance will be temporary until you save them in this way When editing the format m To open the Appearance dialog box select View Appearance To see what the record would look like with the changes you are making choose Window Update or press F9 m All changes will be temporary until you save the format When another window has the required appearance When the required appearance attributes apply in another window either See Fetch and currently open or minimized use Window Fetch Appearance to transfer Give in Section the appearance to the current window You can similarly Give the current Jd window s appearance to another window All such transfers are temporary until saved as described above Chapter 7 Appearance of records 60 7 2 The Appearance dialog box Hormal text Leas gak Indexed T System 10 Extra text System 10 Ir a Line width Captions System 10 Hormal text ts all field text that is not Px Bold indexed except for the Extra Text field LJ Italic Cl Undetined The Appearance dialog box shows the font and size cu
280. indow will be cancelled as the selection changes with a change in the search parameters in the control window See Chapter 15 for Advanced Search Techniques and Chapter 16 for Relational Searches Chapter 14 Routine printing In this chapter we deal with routine printing that is printing using formats for which appropriate printer settings have already been defined Cardbox prints records in the current selection in the sequence currently in force and in the current format The fonts used for printing can be different from those used for display you can set and store in the format definition the screen appearance and the printer specific appearance independently The commands applicable to printing are available ae in the File menu with the applicable buttons New decr available also in the Toolbar We deal in this chapter Print Ctrl P with Print and Print Preview The Printer Settings Printer settings command is described in Chapter 31 Print preview 14 1 The Print command menu Printer is HP Laserdet 444M on LPT1 Start where O First record in selection Cancel Print what Ei Main record E Extra text O Both Cardbox displays this menu in response to the Print command in the File menu or the Print option in a print preview None of the options that you set in this menu are stored in the format definition so you may have to set them individually for each print job If there is no extra text
281. ine HOME To the end of the line END To the beginning of the text stored in the field CTRL HOME To the end of the text stored in the field CTRL END To the beginning of the text displayed in the field CTRL PAGE UP To the end of the text displayed in the field CTRL PAGE DOWN To the beginning of the previous paragraph CTRL UP ARROW To the end of the next paragraph CTRL DOWN ARROW Note If you are in a multi line field and the text is not displayed in full you can also use PAGE DOWN to scroll the text up or PAGE UP to scroll it down again Chapter 17 Adding and editing records 139 Entering text from the keyboard Each character you type is displayed at the current position of the insertion point and the insertion point moves to the right of the new character Insert versus Overwrite If you are typing into existing text you can choose between m the INSERT mode in which the text following the original position of the insertion bar is displaced to the right by the new character and the OVERWRITE mode in which the new character overwrites the character that existed just to the right of the insertion point INSERT is the default mode and you can change to OVERWRITE and back again by pressing the INS key The status bar tells you which mode is currently in force Correcting typing errors To delete a larger portion of text select it in the way described in Section 18 2 and press DEL To restore deleted text use
282. ine Partially displayed TEX soos cesewtieesiacctassuattauctahawelesaboudieazseds 146 18 3 EDITING WITH SELECTED TEXT BLOCKS eeeeeeeeeeeeeeseeesenneneeeeees 147 18 4 PASTING TEXT INTO A RECORD s sssseccecceeeeeeeeeeeeeeessssnsaaaeeeeeees 147 18 5 MOVING AND COPYING TEXT BY DRAG AND DROP ccscceseesseeees 148 Moving and copying text within the same window 111 cccceeeeeeeeees 148 Moving and copying text using the Clipboard ICON 16 ccccceeeeeeeees 149 18 6 DISPLAY AND INDEXING OF TRANSFERRED TEXT 0eeeeeeeeeees 150 CHAPTER 19 BATCH OPERATIONS ssssssssssssssssssssssscceees 152 19 1 DELETING A BATCH OF RECORDG ccccccesessssseceeeeeeeeeesssaneeeeeeees 152 Undone dele honena a a a Ses 153 19 2 EDIINGABATCHOF RECORDS asr E 153 Preparing for Batch Cit cccccccccccccssseseeccccceceneesessecceeeseaaaesseeeeeeaaanes 154 Getinge tothe roht feld sirisser aa a 155 Table of contents 9 Getting to the right position in the field ccccccccccccsssssssseesseeceeeeeeeeenaes 155 Indexing in batch operations o cccccccccssseccccccccecsneseceeccceeeeaessseeeceeeeaaaanes 156 19 3 BATCH EDITING WITH VALIDATION cccccccceceeeeeeseeesssssseeeeeeeeees 157 CHAPTER 20 DESIGNING YOUR DATABASE sesscccccecccsccccsses 158 Zl DESIGNING RECORDS araeir E 158 20 LGA BIOTIN GUS DS at asi aae ESR 160 20 3 ADVANCED TECHNIQUES FOR COMPLEX FORMATS 0000000008
283. into a new database or if your search command has discarded all records In either case the status bar will display a message like this Level d No records selected Search commands Search commands modify the current selection of records and they fall into three main categories Commands which narrow down the current selection Select looks at records in the current selection keeps those Boolean AND which match the specification and discards the rest The Level number increases by 1 with each command Exclude looks at records in the current selection discards those which match the specification and retains the rest The Level number increases by 1 with each Boolean AND Exclude command and is not affected by Exclude NOT also Exclude also Commands which expand the current selection Select also looks at records at the previous level of selections and adds the matching records to the current selection Boolean OR effectively extending the most recent Select command There is no change in Level number Include looks at all records in the database and adds the matching records to the current selection It is useful Boolean OR for combining selections The Level number increases by with each command Chapter 9 Search and retrieval 72 Commands which undo previous search commands Undo one level Clear all selections History of selections History of a selections Selective scanning Browse takes
284. into red and yellow Yellow splits into yellow and blue Chapter 24 The Format Design window 202 24 1 Defining format items a a Format items fall into the main types described in Section 23 1 and the basic steps in their definition are the same for all of them We describe those common steps in this section and specific properties of each type are described under separate headings later in this manual Inserting format items Insert Field Ctrl F Merge block Ctri hi Text Ctrl T Line or box Ctri L Paste Graphic Ctrl G To insert an item in the format select the appropriate command in the Insert menu Lines and boxes share the same command because a line is basically a one dimensional box Fields can be inserted only in the main format area Other items can be inserted into any part of the format including the spaces allocated to headings and footings You can insert a graphic only from the Clipboard and the Paste graphic command will be dimmed if the Clipboard is empty Marking out the position and size Once you have selected an item to insert the cursor will change to a small bright box as shown below and the status bar will remind you which item you are about to insert The status bar also shows the current cursor position Position the cursor where you want the item to be inserted and depress the left mouse button a small dark rectangle will appear under the cursor Drag the cursor un
285. inus sign a decimal point Any other character at the beginning of the term makes Cardbox treat it as an alphabetic string that is as an ordinary word So if you want to index a term starting with a numeric digit as an ordinary word perhaps because it contains letters as well as numeric digits you will have to modify it to persuade Cardbox not to treat it as a number see Turning numbers into words later in this chapter Numbers and dates Cardbox recognises positive or negative numbers with or without a decimal point Within numbers it ignores commas and other non numeric characters other than the date delimiters and The full stop period 1s interpreted as a decimal point if it occurs once and as a date delimiter see below if twice The following are all valid numbers 144 1 23 3 6 0013 100 000 1 A string of characters like 123ABC456 would be indexed as 123456 because it starts with a numeric digit If you want the letters to be taken into account you must force Cardbox to interpret the term as a word rather than a number again see Turning numbers into words later in this chapter Dates can be entered in the following formats 21st March 191956 is DD MM YYYY UK 21 3 1956 or 21 03 1956 MM DD YYYY American 3 21 1956 or 03 21 1956 YYYY MM DD European 1956 3 21 or 1956 03 21 All these dates are indexed as the number 1956 0321 Chapter 21 Indexing 169 Cardbox decides which date format you
286. ion you want to have in the field one Technical_support Despatch Maintenbnce option button will be created for each code you enter Do not use see unctuation just separate the codes am p J p Packed Table List with spaces For multi word codes join the words with an underline The code you enter will be displayed next to an option button When you edit a record and click on that option button the code will be entered as text into the field You may want the option button label to be different from the field text For instance you may want to keep the field text short or the field text may be in English while the option button label is in French To make the option button label different from the field text define Code list M Male F Fomale the code in the form fieldtext buttonlabel eg M Male gine pg native Layout Packed Table List Same as native This option appears only if you are editing an alternative format and you have defined a field handler in the native format If you set it the code list will always be the same as the one defined in the native format you do not have to type it all over again and it will change whenever the native format s list changes Layout This controls how Cardbox lays out the option buttons in the space you have drawn for the field An illustration and explanation appear in the description of check boxes below Chapter 29 Advanced form
287. irectories c cardbox current E gt cS Cancel _ gt cardbox E gt current Open Database T The database file C CARDBOX NEW FIL does not Save file ai Ippe exist Do you want to create it Format fles FMT E Once you have designed the native format m select the command File Save Cardbox will display the Create New Format File dialog box to enable you to enter the name under which you want to save the file Any already existing format files will be shown dimmed to help you avoid duplicating names Cardbox will never let you overwrite an existing format file as this would render the corresponding database unusable m Finally confirm in the Open Database dialog box that you want to create the database file as well m Cardbox will create the new database file and display the first record ready for data entry You can now type the data in but if you want to load data from files then select at this stage File Quit without saving to exit the Edit mode The format file will at this stage contain only the native format that you designed You can add additional alternative formats at any time Adding a description to a new database You will naturally have given your new database a name that identifies its purpose or contents but with the name restricted to 8 characters there is not much scope for a clear identification So make it a habit to add also a description to each database that you create The description
288. is 10 6 Search parameters for an index search Method 1 Method 2 There are two ways in which you can specify the search parameters for an index search in the search dialog box Type the term you are looking for in the Search for text box This is the best option to use when looking for a particular word number or date or for a particular range of alphabetic or numeric terms You can also enter ambiguous search parameters with wildcard characters Different rules apply to alphabetic and numeric entries and these are described in detail in separate sections below Select terms in a preview list as search parameters in the way described in Section 10 8 You can narrow down the preview to terms of immediate interest by entering first in the text box either a suitable range or an ambiguous search parameter Confining the search to unique terms You can confine any index search to terms which occur only once in any given field in the current selection of records To do so click the More button in the Search dialog box and turn on the Find unique terms only check box Fuzzy match EJ Find unique terms only Searching for indexed words If you are looking for a particular keyword just type it in full and then click the OK button or just press ENTER If you have used underlines or other characters to join words together on the cards remember in what form your entries are indexed Section 21 2 will guide you Ambiguous sear
289. is Nixon that you must search for next When you record a macro you must similarly make the macro remember the original salesman s name by using a scrapbook field In the macro which we show below we use a scrapbook field to store the salesman s name before we start the search on the current town s name and then we retrieve the salesman s name from the scrapbook to apply it in the second search command Field Item REP Select field REP in the Macro List of Fields Indexed Retrieve the salesman s name Copy Copy to the Clipboard Scrap 0 Paste Go to Scrapbook field 0 paste the salesman s name Field ltem AD Select field AD in the Macro List of Fields Copy The Indexed option will still be on copy the town to the Clipboard Select Field AD Choose Search Select for field AD Chapter 37 Macros 359 Text Paste Paste the town s name OK Execute the search command Field ltem Scrap0 Read Scrapbook field 0 See also the note below Copy Copy the salesman s name to the Clipboard Select Field REP Choose Search Select for field REP Text Paste Paste the salesman s name OK Execute the search command Note In this example we retrieved the salesman s name from the Macro List of Fields We could alternatively have retrieved it from the Macro Scrapbook window in which case the statement Field ltem Scrap0 would have been replaced by Scrap Goto 0 Here is the way in which you record this macro m choos
290. is a macro of greater practical interest for totalling a field in the current selection of records The macro asks for the name of the field in the User Input dialog box displaying the prompt Field to total The macro finally displays the result in a status message giving the name of the field and the total We discuss status messages later in this chapter MACRO STATUS Q total COST 35456 Cancel Chapter 37 Macros 373 Message Text Field to total OK Scrap 0 Paste Home StartLoop Scrap Goto 0 Copy Calculator Expression Paste Field Scrap1 Copy Scrap 1 Paste Calculator Clear EndLoop Scrap Goto 0 Copy Message Status Text total Paste Scrap Goto 1 Copy Message Text End Paste OK Status Chapter 37 Macros 374 You can use status messages in macros for a wide range of purposes and here are some Q ak examples The macro on the right lets the user examine the state of the database and decide whether to continue the playback or cancel it MACRO STATUS MACRO STATUS MACRO STATUS Q Select BI 35 51 Q total COST 35456 LONDON NIXON This status message This status message This status message gives the same options shows the field chosen displays the search displaying the last for totalling and the parameters used in the search command total search executed by the macro Setting a status message involves the same procedure as for the messa
291. is currently writing them to the database The normal record display should reappear after a few seconds Editing records You can edit records while other people are editing records in the same database but you cannot edit the same record as someone else Cardbox will warn you and refuse to edit When someone else edits and saves a record that you are viewing your record display will change automatically Editing formats You can edit formats while other people are editing formats in the same database but you cannot edit a format while someone else is editing it Cardbox will warn you and refuse to edit When someone else edits and saves a format that you are viewing your record display will not change automatically you will have to reload the format to see the new version Exclusive operations A few rarely used operations such as Repair are exclusive and Cardbox will not allow anyone else to access the database while you are performing them Chapter 39 Networking 384 Warning messages If you see a message like this wait another user s Cardbox is writing to the database and the situation will resolve itself in a few seconds If the message persists for a long time there may be something wrong press F1 to see what your options are Laptops and docking stations If you have a laptop that is sometimes connected to a network whether directly through a network connection or by plugging in to a docking station
292. ist You can if you wish change that sequence in the same way as you change the sequence of fields in the native format see Section 29 1 The sequence of fields is usually of no consequence except when you want to process the dump file in some way before loading it into another database and some special sequence would make such processing easier Multi line fields in comma delimited files Since the number of items in a comma delimited file must be the same for each record Cardbox outputs fields even if they are empty A problem arises with multi line fields because their length might vary from one record to the next so by default Cardbox joins all the lines of a multi line field into a single item This will lose you any information about where each line ends but if you want to preserve the division of the field into separate lines you must tell Cardbox in how many lines the field is to be output You can specify the number of lines for a field at any stage in defining the links Selected Fields v NA Name index suman Address street and i County and postcod Salutation Telephone F ax v AD Date of birth Single M arriedWwidd 4 Chapter 33 Transfer of data 300 Selected Fields HA Name index suman v AD Address street and County and i Salutation Telephone ax Date of birth Sen Singlet aried aidd Selected Fields NA Name index sumarni v4 AD Address street 1 County and postcod Salu
293. it ccccccccccccsssccccccccceenaeeesesecceeeeaaaeeesseeeeaaaeees 363 DOSING LOOPS ions set EEN TEA EO Saaziveapacasats 363 NOSCU LOODS apostate EE yaaa te eencamsag cuesieonad aston nese eee ea ee 366 37 9 USING MACROS WITHIN MACROS ceeeesssseceeeeceessssseeeeeeeeeeeenes 367 Recording the playback action w cccccccsscccccccccccseenesesceceeceeeeaaeeesceeeeeaaaeees 369 37 MOIVIESSAGES AND PAUSES aiar 370 TPUT scare Reve aoa aa aaa ek T A O 371 EAA E A EENE sauteed E cet os saan at caw E AA E A EE ETE 374 PTOI araa E T EE T a a a a8 374 P OUUS OS AEE E T ES 375 37 11 ERRORS AND ERROR MESSAGES cesssssseesceeeceeesssseeeeeeeseeeenes 375 Errors while recording MUCTOS ati ad e ORS 375 Calculator errors ooien CERRO eS ere eer E nets ene eer me ee 376 LOS O1 PLAY OO CK iriiri er EEA 376 CHAPTER 38 SECURITY sicitescsescisscsssestecsccsdadeesdasacedcassssaswasiecsscuseseses 378 Protecting against accidental data OSS ccccccccccceee cence esseeeeeeseeeeeees 378 Preventing unauthorised ACCESS ccccccsssseccccccceenneeeccccceceeeeaanesseseeeeaaanes 378 38 1 PREVENTING DATA LOSS WHAT TO BACK UDP ssssesseeseeeeeeeees 378 90 2 RECOVERING FROM DATA LOS Sarasit onnan a NO 379 38 3 PREVENTING UNAUTHORISED ACCESS cccceeeeeeeeeeeeeeessnsneeeeeeeees 380 Setin e np User PrO IES riii EAEE RE E aap eae aS 380 Edine user Profle Soie Ee E A A E A 3 amp 1 ODCRING d OMADOSE nrsisanni sitasu land ah tachoecsndeuS
294. ith stick to 16 colour Cardbox compression but if you want better perhaps much better compression try experimenting with changing settings or using other methods Cardbox doesn t actually put images into the FIM file until you save the record so the following strategy works quite well Create a new record and start editing it Load an image and view it in full screen mode 35 3 Deleting Chapter 35 Building image databases 323 Load the image again using different settings Repeat for all the settings you want to try Look through all the versions that you have loaded Consider the image quality and the compressed image size press the Information button in the image control window to see this When you have found the version you like delete all the others then save the record Only the version you haven t deleted will be stored on the disk images To delete an image While you are editing a record make sure you are viewing the right image position the insertion point in the image field and press the DELETE key While you are viewing a full screen image display you can use the Delete button in the image control window A deleted image will be replaced by a big red X To undo a deletion press the DEL key or the Delete button again If an image is attached to several records deletion of the image in one record has no effect on the other records To free the space occupied by images which are no longer
295. ith a change in the level of selections but no interruption in the process 16 5 Relational searches in History of selections Here are some examples of how relational searches are recorded in the History of selections and how the search strategy is consistently preserved under all conditions A relational Select is applied at Level 2 The search involves the Word index delimiter of field PR in the search cee nam ONG ie window Select AR EURUPE Level 4 405 record selected Select LAZFRENCH The search text is obtained from field Level 5 324 records selected NO in window QUALS FIL O Automatic popup when histor changes This search reduces the selection from Cox 1941 records at Level 2 to 567 at Level e 3 The relational search command is followed by two further Select commands applied by hand Chapter 16 Relational searches 125 This is how History would show a relational search to which no search text was applicable either because the relevant field in the control window was empty or because no term met your specifications in the Use as search text options The relational search is in this case merely recorded with no change in the size of the selection This example illustrates a case where no records were found to match the relational search parameters resulting in an empty selection The subsequent local Select commands are still listed even though you would not have been able to apply them by
296. ity Fractal compression uses proprietary technology from Iterated Systems http www iteratedsystems com and so may not be available in future versions of Cardbox m For a detailed comparison of these compression methods enter the command Help Technical Articles and look for A Comparison of Image Compression Methods under the Data transfer heading Chapter 35 Building image databases 322 Image Storage Image it 4121 s 45177 pitels Pixels dots per inch fi2o0 ane Fisel shape f Square 1 1 C Rectangular 5 6 dil C Image ie Document Process before storing M Force monochrome M Halve resolution Resolution 4 Force monochrome Document If your scanner scans in colour but you only want to store the document in monochrome turn this option on Halve resolution Document Resolution 4 Document In many cases you will obtain the best results by scanning a document in black and white no grey scale at a relatively high resolution number of dots per inch and then telling Cardbox to reduce the resolution before it stores the image The reason that this works so well is that Cardbox can then introduce grey scale values to maintain legibility For example you might scan at 200 dots per inch and use the halve option or at 300 dots per inch and use the 4 option Experimenting with compression No one compression method is perfect for all images and all purposes To start w
297. k Esq Salesman Miss P B Skilton Secretary F K Jordinson Esq Manager Michael Howard Esq Solicitor R T Bridges Esg Surveyor Dr A J Perkins Academic E Lavy Esq Barrister Donald Taylor Esq Barrister LLL _ _ _ _ gt l UT TTT te LL evel 0 Record 8 e Ti of 87 i browse edit D search _ The browse bar is displayed in the Cardbox window s status bar and it tells you the size of the current selection and the browse position of the currently displayed record Chapter 13 Browsing 103 SAMPLE FIL a EAN BB Record 31 eMe of 50 Record 8333 e of 24610 This information pertains to the currently active window and it automatically changes when you make another window active A database window displaying several records has another vertical browse bar along its side and the current record is framed by a thin black rectangle 13 1 Simple browsing This diagram shows the Pia ous mouse clicks that you can record k use to browse through your or reVvious records window h The main browse bar is Any record always displayed in the eee aS sas w A C Oy status bar and the auxiliary vertical browse bar appears Next if the window displays nee several records in which Mext Fr case you can also move to k any visible record just by clicking on it Roane 2A RN NE of 24610 Previous window and Drag the box it i for fast move
298. l fields in full regardless of which fields the current format contains or how fully data are displayed but you can choose to confine the output to specific fields To write a file in any standard format Ez choose File Transfer Write which will i rint review open the Write to File dialog box i Transfer Write Read from window Chapter 33 Transfer of data 297 The Write to File dialog box File Hame Directores Drives Ll First Record a Semone Character set Windows List Conversion Types Write Cardbox EXTERNAL dump file a EXT White a comma delimited text file TXT Write formatted records to a file PRH address 4 lines TRY TST professional list PROF DMF without extra text NOSTRA EAT The Write to File dialog box opens with the Internal format as default together with a list of all files of the corresponding type DMP in the current directory You can then open the List Conversion Types box to select another standard format or to choose a customised type For every standard format that you select Cardbox lists the corresponding files which already exist in the current directory You can select an existing file for output but Cardbox will ask you for confirmation that the file is to be overwritten The First Record check box if turned on will start output from the first record in the current selection otherwise output will start with
299. lary 19 000 i VACANCY FIL Job No 249 06 Date 18 8 93 Consultant Hugh Moody ContactJames Nutshall Tel No 071 643 8877 x1 Fax 643 8879 Manley House BusinessDirect_Mail 54 Foreman Street Position Analyst_programmer London EC4 34C Salary to 25 000 f Job Analyst_programmer sought with at least 3 years experience in programming in C preferably in the direct mail field or some related area Must have a substantial knowledge of databases and networks A knowledge of Windows is highly j desirable The company employs 32 people but is hoping to expand in the near future Level 2 Record 1 a e of browse edit d search E The very first time you run Cardbox it will display an empty window after that it will appear with the database windows that you used in the last session unless you specifically configure Cardbox not to remember the Getting help Chapter 1 Outline of operations 19 window contents between sessions you can do this with the command File Utilities Configure Cardbox Cardbox Help Contents File Search for help on aren How wo ase Hel Open Ctrl 0 n p Technical articles DOS Cardbox Plus About Cardbox New database Open Ctrl O New database Open Ctrl O0 Create a completely new database Open an existing database The Help commands take you to a help system which covers in a structured way various topics on the use of both Car
300. ld AD Text Paste m Right click on the Address field in the record m Press CTRL V to paste the town s name The screen will now look as shown in the picture below Chapter 37 Macros 361 Select Search for LONDON amp count Use i Word index O Number date index press button to override Cancel More gt gt gt List of Fields AD Addess index town please moewa Complete field First Line First Word Indexed Word Level 0 Record 10 e_N of 1000 browse edit search m Click OK or press ENTER to execute the search OK commas Field Item Scrap0 m Select ScrapO in the Macro List of Fields Copy Copy it to the Clipboard Select Field REP m Right click on the Salesman field in the record Text Paste Press CTRL V to paste the salesman s name Chapter 37 Macros 362 The screen will now look as shown below Select Field REP Salemen Cd LOK Preview Search for NIXON oa Use Word index D Number date index press button to override Cancel More gt gt gt Retrieve Complete field First Line First Word indexed Word m Click OK or press ENTER to execute the search OK command Choose Macros Stop recording and save the macro 37 8 Looping Looping within macros means repeating a part of the macro for every record to the end of the current selection A loop is defined within the macro by the StartL
301. lected Exclude also Select COs Include Level 2 2786 records selected Exclude TO 5000 Undo one level Level 3 1432 records selected Clear all selections History of selections Ctrl H To open the History display for the first time in a Cardbox session select Search History of selections and the history of selections in the currently active database will be displayed as shown on the right above The History display shows each search command that you have used and the size of the selection at each level For index searches the slash indicates a search of the Word index and the backslash a search of the Number date index This delimiter follows the name of the field that was searched no field name 1s shown if the search covered all fields Lines ending in an ellipsis represent searches in which you picked terms from a Preview listing and you can get a list of the terms used as search parameters by clicking on such a line or selecting it with the keyboard History Level 0 26543 records selected Select BUAINDUSTRIAL Select Also BU PROFESSIONAL Level 1 3657 records selected LEICESTERSHIRE Select CUF Level 2 2786 records selected Select TO 5000 Level 3 1432 records selected LJ Autornatic when history ge Chapter 12 History of selections 101 In this example you searched field CO for alphabetic terms and you used as search parameters the terms listed on the right chose
302. lipboard These rules are illustrated in the picture below a Combe Cottage Church Hill Yeryan Mone Combe Cottage Church Hill Veryan Manuval4utomatic Combe Cottage Church Hill Yergan All Combe Cottage Church Hill Veryan Chapter 19 Batch operations Batch operations enable you to edit or delete a batch of records with a single command A batch operation starts with the current record and carries on till the end of the current selection unless you interrupt its progress Before entering the batch command make sure that you are on the first record on which you want to start the operation and that further records in the selection are those on which you want to perform it You will be able to skip individual records in Batch Edit but not in Batch Delete To edit or delete a batch of records select Batch in the Edit menu and then the Edit or Delete command in the cascading menu New record Ctrl N Edit record Ctri E Batch Edit Delete Copy record Ctrl Shift C Yalidate Select Invalid Format 19 1 Deleting a batch of records Before starting batch deletion Cardbox asks you to confirm the command Batch Delete WARNING This command will delete 14 records from the current selection You will not be able to restore the records after they have been deleted Are you sure that you want to delete them While batch deletion is under way Cardbox will not update the displ
303. listing all terms used in Preview selections directs the same output to the printer Chapter 13 Browsing There are two ways in which you can browse through the records in a selection Simple browsing which is like browsing through the pages of a book first last previous next a particular record number Step browsing which means looking only at the records containing something specific and skipping over the rest That something specific can be defined in the same terms as a search criterion but in browsing as opposed to searching you do not discard the records that do not meet the criterion you merely skip over them The browse bar Cardbox File Edit Search Tag Keep View Window ABSTRACT FIL a Title The Impact of Information Presentation on Learning and Performance AuthorH C Lucas N A Nielson Journal Management_Science Ref 029980 Vol26 No 10 Date 10 80 P 982 Nos 12 Abstract This paper examines the results of some experimental research designed to study human interaction with information systems 4 transportation management game was considerably modified to provide a simulated information system for laboratory use The subjects played the game in two sessions and completed a questionnaire Mica with a computer produced record of decisions and results these a sameer la Anthony J Smythe Esq Accountant G Ford Esq Estate agent Laurence Geraghty Esq Journalist Martin Porloc
304. low Custom sequence sorts records on several fields at once taking into account all indexed items in the specified fields with ascending or descending order specifiable for individual fields The custom sequence is stored on the database file and you can re apply it even after sorting on a single field or after leaving Cardbox altogether The stored sequence can only be changed by defining a new custom sequence Define enables you to define a new custom sequence It takes you to another dialog box described later in this chapter Recalculate applies only if Cardbox reports in the dialog box that records have been added or edited since the custom sequence was last calculated To put those records in correct sequence turn this check box on and choose OK No sequence cancels any sequence currently in force and you will find your records back in the order in which they were originally added to the database Chapter 8 Sorting records 65 Single field sequence When sorting records on a single field Cardbox looks only at the first indexed item in the field and arranges records in the following sequence Reverse order option not Reverse order option selected selected Records with no indexed entries in Records with the first indexed entry stored order alphabetic in descending order Records with the first indexed entry Records with the first indexed entry numeric in ascending order numeric in descending order Records with the fi
305. low Nurse Leicestershire 9 1 39 10 000 Mr Michael Ullathorne Chartered surveyor Kent 2 1 52 15 000 VYyvyan Ramsay Esq Accountant Staffordshire 9 7 47 21 500 E Mrs A B de Caverel Solicitor Lancashire 30 4 46 30 000 H Miss Patricia Blore Banker London W 8 23 5 57 10 000 Anthony J Smythe Esq Accountant Lancashire 7 12 60 7 500 ES G Ford Esq Estate agent Lancashire 4 1 52 10 000 Churchland Lane Slaidburn Lancashire F For every database you must design at least one format the native format of the database which basically defines the division of records into fields In addition you can prepare any number of alternative formats in which you can if you wish use only some of the fields and in a different arrangement from the native format Here are two examples of such alternative formats the first one giving a one line summary of records and the second mailing labels Chapter 2 Your Cardbox database 32 You can use any format to edit your records even one that does not contain all the fields in your database any fields that do not occur in the format you are using are simply left unchanged If you want to enter a lot of data into your records and divide them into a large number of fields you can make the native format several times larger than the screen You can scroll the window in order to see the whole record and Cardbox will scroll it automatically for you while you are editing but you may
306. luding the level at which the current relational link was set up and re executes them again WINDOW WINDOW 2 Level 0 local search command Level 1 local search command Level 2 search using WINDOW 1 Level 3 local search command P EEE Level 4 local search command zhown Ir bold characters Level 0 local search command are recalculated Level 1 local search command with every change _ gt Level 2 search using WINDOW 1 in search text using Level 3 local search command Level 1 as the Level 4 local search command starting point local search command po ie Sera re search Comman no search tex no search command executed E local search command local search command Chapter 16 Relational searches 124 Cardbox relaxes the rules normal rules for manual searches in order to preserve the structure of your search strategy as follows No valid search parameter In anormal search Cardbox will refuse to execute a search command without a valid search parameter m Ina relational search a command with no search parameter will be recorded in History with an increase in the level of selection but with no change in the selection itself Empty selection In anormal search if there are no records left in the selection then Cardbox will not accept any search commands which would narrow down the selection further such as Select or Exclude m Ina relational search such commands are recorded in History w
307. mat consisting of fixed size items such as fields shown on the left above For a merge block with automatic height and width Cardbox can detect how far you have allowed the block to expand horizontally and will give you an accurate indication of the width of the format But it will only report the number of lines that the merge block occupies in the format and you will have to take into account the possibility of the block expanding into more lines in print Omit blank lines at the end of records With this option selected records will come out at variable length with a EE fixed gap between them otherwise n they will be printed at fixed pitch EA Eg fixed gap C fixed pitch Variable text width This option applies under the following circumstances If you are printing extra text as part of your record 1 e if you have selected either Extra text or Both in the Print command dialog box Same width as the format As wide as possible If there are automatic width merge blocks in the format This example shows a format for a mailing label There are two automatic width merge blocks the top one left aligned for the main part of the address and the lower Same width one right aligned for the postcode as the format These diagrams show how text is aligned with the boundaries of the format with the As wide as first option and with the text margins of possible the label with the second option Ch
308. me but starting from the date d rather than from today MDate n gives the date n months from now e g MDate 0 is today MDate 1 is this time last month and MDate 1 is this time next month MDate n d does the same but starting from the date d rather than from today YDate n gives the date n years from now e g YDate 0 is today YDate 10 is this time ten years ago and YDate 1 is this time next year Y Date n d does the same but starting from the date d rather than from today Day d2 d1 gives the number of days from d1 to d2 If d2 is earlier than d1 the result is negative e g Day 11 2 1993 11 11 1992 is 92 Day 12 2 1993 4 3 1993 is 20 Day d2 works the same way but counts from today rather than from d1 Month d2 d1 gives the number of months and fractions of months from d1 to d2 If d2 is earlier than d1 the result is negative eg Month 1 2 1993 1 11 1992 is 3 Month 12 2 1993 4 3 1993 is 0 65 Chapter 37 Macros 350 Month d2 works the same way but counts from today rather than from d1 Year d2 d1 gives the number of years and fractions of years from d1 to d2 If d2 is earlier than d1 the result is negative Year d2 works the same way but counts from today rather than from d1 Note The fractions of years and months given by the Year and Month functions are approximate since there is no universally acceptable definition of how such a quantity can be calculated
309. me Dr J B Harney HA i Woodfield Cottage LULL Churchland Lane TULL yi i Slaidburn LEE AD i Lancashire CETE Fields are the areas in which data are entered and displayed Each field has a name and can also have a caption In this example we have given the fields 2 letter names NA and AD so that it is easier to type their names when searching When looking at a record these field names are not visible but any captions that you may have designed are Merge blocks See Chapter 27 for further information Text See Section 28 2 for further information We have recerved a letter from Or J B Harney of Woodtield Cottage Churchland Lane Slaidhurn Lancashire Merge blocks are for data display only They enable you to mailmerge the contents of fields with some standard text and you can also use them to achieve other special formatting effects Unlike fields which display only as much text as their fixed size will allow merge blocks can be allowed to expand to display the text in full pil For personal correspondence Name MA Name Dr J B Harney pi Addr Woodfield Cottage TT Churchland Lane LULL il Slaidburn TLL AD i Lancashire Lancashire Text forms a part of the format background In this example we have entered For personal correspondence as a heading and Addr as an external caption of the address field Chapter 23 Format design 183 Lines and Boxes For personal correspondence N
310. mith MrE G Smith Osprey Chemicals Ltd Osprey Chemicals Ltd 24 Bromley Road 24 Bromley Road London 3E24 7TR London SE247TR Both columns in the picture above show the same records but in the left column the whole of the record is stored in one field whereas in the one on the right the name of the person the company name and the address are in separate fields Assuming that the records represent a mailing list you would in both cases be able to output exactly the same address labels or standard letters but with single field records you could have some difficulty in compiling a selective mailing list Thus for example if you wanted to confine your mailing to London the 3 field format would enable you to extract only the records in which the word London occurs in the address field but the single field format would give you the records in which London occurs anywhere in the name of the person or company as well as in the address 20 2 Labelling fields When you divide a record into a number of fields each for a different kind of information try to label each field so that you can easily see what it is that the field contains or is intended to contain if you are about to fill a new record in which all fields are still empty Chapter 20 Designing your database 161 There are three ways in which you can label fields Captions such as we used in the last example Captions appear only when you display records Field name
311. mmand menu Chapter 5 Special features 46 Edit or duplicate the current record Edit Edit record eal Create a new record Edit New record Tag untag record TAB A box Search if Tag menu not under the pointer shows the promoted Tag Tag number of tagged records in the record Untag record database Select records to be specified Search Select Exclude records to be specified Search Exclude Return to the previous level of Search Undo one level selections Display the history of selections Search History of selections Change the format View Format Change the order of records View Sequence Change font size colours etc View Appearance Edit or duplicate the current format Edit Format Edit Create a new format Edit Format New EE ES I Le LE Le es i Ie Chapter 5 Special features 47 Display image in full size and colour Save record Save format Save record as new Save format under a new name Quit leaving record unchanged Quit leaving format unchanged Undo the last change in record or format Define a field Define a merge block Enter background text Draw a line or box Paste a graphic from the Clipboard Zoom out Restore to actual size View Images File Save record File Save File Save as new File Save as File Quit without saving Edit Undo Insert Field Insert Merge block Insert Text Insert Line or box Insert Paste graphic View 1 2 Vi
312. n a a 183 SA AREENA OE EE E ORA TETS 241 Grid spacing COMMON senu 62 H Headings and Footings appearance in print 243 CONEDT Sonna a 243 creating space in formats 196 200 OVETVIEW sescerscsdicacccnducesterteces 186 pint TUN Dissen 245 screen appearance 244 Help contextual F1 key 19 MENU eE 19 Microsoft Compiler 19 OUGL ME eera 19 Highlighting matching words 57 History of selections automatic popup 101 COMMANA asraon 100 COntrOIING eeeeeeeeeeeeees 101 COPYING perea 101 examples enai 101 relational searches 125 reporting convention 100 Hook button in field identification 78 Hyphen in indexing 170 effect on retrieval 172 effect on sorting 173 I ID in printing ateeneneeernen teereen ne 110 Image browse bar 310 311 Image colours copying palette with image 315 default Colours 0006 311 Monochrome cccceeeee 311 reduction on storage 321 VGA display ceee 310 Windows colours 310 Image compression 5 322 C dDOX si 321 fracta lenso Glacial aeale 321 IPEF ennan a 321 Image control window 311 Image databases CRCALING eoa 316 SUCE nana tecteces 308 Image field 185 308 309 CTC AMING eose 316 Image file FIM 316 Ima
313. n a database file filetype FIL in a listing in Explorer or File Manager then Cardbox will open that database for you Cardbox doesn t even need to be running at the time it will start itself up if necessary 6 2 Viewing records Simple browsing More about browsing in Chapter 13 Level 0 Record 3765 T of 3765 i record tagged BALANCE The message spanning the browse bar in the status bar of the Cardbox window will tell you which record is currently displayed and how many records there are in the current selection It will also tell you how many records you have tagged and what format you are currently using to view the records In a newly opened database the first record will be displayed and all records will be in the current selection Chapter 6 Running an existing database 55 Here are some of the mouse clicks or keys you can use to browse through records Forward m click on the right arrowed button m click on the browse bar to the right of the box m press the arrow key RIGHT or DOWN Backwards m click on the left arrowed button m click on the browse bar to the left of the box m press the arrow key LEFT or UP To a specific click on Record nn in the status bar or press F5 A record number dialog box will pop up and you can enter the record number The View menu The View menu contains the commands which control the appearance of your records on the screen Changing the format A newly opened window ona databa
314. n from the preview list Controlling the History display The command History of selections in the Search menu displays the History window in a corner of the desktop overlaying other windows You can move this window to another position if it obscures something of interest and change its size Once you have executed this command History will be available for every database window The main control which you can exercise over the display of History is in the check box Automatic popup when history changes With automatic popup not turned on To close the History window press ESCAPE To hide the History window beneath the Cardbox window choose OK or click anywhere outside it To a partially hidden History window click on it If no part of redisplay the window is visible then use Search History of selections again With automatic popup turned on To close the History window press ESCAPE The window will reappear automatically when you change windows or make a selection Alternatively double click on the system menu or press ALT F4 The window will not then reappear automatically To hide the History window beneath the Cardbox window press ENTER or click on the OK button or on the Cardbox window anywhere outside a database window To a hidden History window make a search or switch to redisplay another database window Copying and printing History Copy copies the contents of the History window to the Clipboard
315. n wany 4g The sequence currently in force will be displayed in the Sequence list of this dialog box The top field in the list is the major sort key The sign to the left of each field name shows whether records have been sorted in ascending or descending order In this example records are sorted first by salesman then by county then by type of business and finally by turnover in descending order that is with the largest turnover coming first In calculating the custom sequence Cardbox takes into account all indexed items in each field specified in the Sequence list Consequently a custom sequence based on only one field but one with several indexed items will not be the same as the single field sequence which takes into account only the first indexed item in the field sampce3 Fit sg E SAMPLE3 FIL BA est Midlands Ey West Midlands West Sussex West Sussex West Sussex West Yorkshire West Midlands West Midlands West Midlands West Glamorgan West Midlands West Sussex West Sussex West Sussex West Yorkshire single field sequence West Glamorgan l West Glamorgan West Glamorgan West Glamorgan West Midlands West Midlands West Midlands West Midlands West Midlands West Midlands West Midlands West Midlands West Midlands West Midlands West Midlands West Midlands West Midlands West Midlands West Midlands West Midlands West Sussex West Sussex West Sussex West Sussex West Sussex
316. n you will be able to see the effects of changes in the format on the appearance of your records without having to save the modified format Window Cascade ShitttF5 Tile Shit FA OLE ee Update F9 asij 20 251 201 251 a ie ES To update the database window select Window Update or just press F9 These updates do not take you out of the Format design window so you can carry on editing the format after each update If the database window is obscured by the Format design window Cardbox will still update it but to bring it into view you will either have to toggle through the windows using CTRL F6 or select each window in turn in the list in the Window menu Chapter 23 Format design 194 Format description ET it Format properties Change Format Hame Format properties L Format contains extra text Ol Ferga diaping viaria wall cosir ieni wiadhde Description Merge blocks like REMINDER in DOS version Eield descriptions Cancel E Merge blocks like REMINDER in DOS version Apart from using the name of the format to indicate its purpose you can also add a short description as part of the format s properties in the way shown on the left above The format s description will be displayed in the Change Format dialog box in which you select formats and also in the About This Window box 23 4 Deleting alternative formats Edit New Ctrl Shift
317. nald Taylor Esq arrister Next contact G Woods Esq otor dealg searching with another linked window displaying the current record in full Window Lae TUFTS Selection Result Window 1 e History History History Level 9 5 records selected Level 5 8 records selected Level 9 5 records selected To establish a link between two windows enter the appropriate Window Same command The cursor will now change shape to a chain link position it over the window which you want to link and click the mouse button The windows must already be linked with Window Same Selection before you can link them with Window Same Browse position Unlinking windows To unlink a window make it the active window and choose Window Same Selection By unlinking the window for the same selection you automatically unlink it also for the same browse position Chapter 15 Advanced search and browse techniques 116 Extending the Same link to other windows Never attempt to extend a link by starting from one of the already linked windows or you will find yourself unlinking that window instead Window to be linked vS sdl v Selection Browse position Same Selection Browse position If you are not sure which windows are already linked open the Window menu for each of them in turn and see whether there is a check mark against the Same command If there is highlight the command and look f
318. nd choose Add for each The order in which you link the items is immaterial they will always be listed and loaded in the order in which they occur in the text file Chapter 33 Transfer of data 296 Changing and deleting links Items Read Cardbox Fields v 8 Gresham Road VNA Name index suma Bexhill on Sea PO Position omit if no o v East Sussex OR Organisation v TN43 7RD VAD Address no postcog v1 PC Postcode 0424 847301 0424 847303 Items per record 12 Linked Items AD East Sussex PC 1 Customised Type To change a link just redefine it Each item can be linked to only one field so the old link will be automatically overwritten To delete a link select it in the Linked Items box and choose Delete Storing links as a customised type The process of defining links 1s quite tedious so you can give a name to a set of links and store it as a customised transfer type To do this enter the name in the Customised Links box and choose Save The new customised type will be available for selection as a conversion type when you next come to load data from files 33 3 Writing data to files The following general points apply to output in all formats m Output starts with the current record unless you specifically ask for it to start with the first record of the selection m Output continues to the end of the selection unless you cancel the operation before the end is reached Data are available for output from al
319. nd revised independently of the calling macros If loops are used each StartLoop function must be in the same macro as the corresponding EndLoop function Here is an example In the macro described in the previous section we used two nested loops Outer loop to select the records belonging to each salesman in the current selection to edit the selected records delaying the next contact by 2 Inner loop onthe In the example shown below we put the inner loop into a separate macro called 2 month delay which we play from within a macro script controlling the outer loop MacroName delay some Reps StartLoop Field ltem REP Indexed Copy Select Field REP Text Paste OK TagRest Play 2 month delay ClearOneLevel Exclude Tagged EndLoop ClearAllLevels ClearTagged EndMacroScript Recording the playback action Chapter 37 Macros 369 MacroName 2 month delay StartLoop EditRecord Calculator Date MDate x y Expression 2 Field NP Copy Clear Text Moveto NP Hilight End Paste SaveRecord EndLoop If you want to play another macro from within the one that you are currently preparing continue recording until you reach the point where the other macro is to be played At that point m choose Macros Play a macro Macros Play a macro stop Recording scrapbook Calculator Chapter 37 Macros 370 Select the macro to play in the Play Macro Scrip
320. nd the other to count words and require from 0 to 3 of them Chapter 36 Validation 336 Unique term This validator applies to indexed terms only and Cardbox checks them against the existing index for the field Using this validator you can prevent duplication of some key identification terms such as a person s National Insurance number Conversely you can insist that a term should already exist in the database this gives you a quick and simple method of self validation for a database to prevent for example unauthorised creation of new keywords such as the names of departments in your firm Validate text Validate Text ee Onan OOOO i EJ Unindexed C List LI Hustn t ignore L Exact match You can validate text against one or more lists assigned to the validator in the way described in Section 36 1 above or simply restrict the allowable terms to a specified alphabetic range The meaning of the Exact match option is the same as for the Index Terms and Unindex Terms validators Validate number Validate Number Stace gange y Eq Unindexed Oo List L Mustn t ignore LI Reject unrecognisable numbers You can validate numbers against a range or against one or more lists assigned to the validator in the way described in Section 36 3 above A term is treated as a number 1f it starts with a numeric digit or a currency sign Reject unrecognisable numbers This option determines how numeric terms are
321. ng or m the Clipboard icon in the status bar Faire dex NSO owner 7 a Conversely you can drag the text from the Clipboard icon and drop it into a field in the window that you are editing Moving and copying text within the same window SAMPLE3 FIL gpg SAMPLE3 FIL 4 TG Marketing Ltd TG Marketing Ltd 14 Southwell Green Oxford Mrs Catherine Fowke To move or copy a block of text select the text bring the cursor to it and depress the left mouse button the cursor will change a shape to that shown on the left m drag the cursor to the target location The insertion point will move with the cursor to show you where the text would be inserted if you were to release the mouse button SAMPLE3 FIL SAMPLE3 FIL N Mrs Catherine Fowke TG Marketing Ltd TG Marketing Ltd 14 Southwell Green Oxford Oxon 0x3 7NB Mrs Catherine Fowke Chapter 18 Text blocks and Clipboard operations 149 To move the block just release the mouse button in the target position SAMPLE3 FIL vl SAMPLE3 FIL a Nt Mrs Catherine Fowke ball TG Marketing Ltd TG Marketing Ltd 14 Southwell Green Oxford Mrs Catherine Fowke L Mrs Catherine Fowke Nt To copy the selected text hold down the CONTROL key as you release the ez mouse button A plus sign attached to the cursor will confirm that text will be copied leaving the original behind Note The cursor takes this shape when positioned in a part of the window
322. ng the field for which the error record was reported Ignore if available will ignore the validator but only for just this particular record This option will not be available for any validator with the Mustn t ignore check box turned on Cancel has the same effect as the Quit without saving command whether you are editing a record or adding a new one When you save the record Cardbox will validate every field that you have changed whether or not you have already viewed any errors Some validators will perform their function silently for example a default entry will be made automatically and so will indexing or unindexing Other validators will produce error messages such as those shown above Pick lists When you come to edit a field whose entries are to be indexed or validated against a list Cardbox correction rejection will activate the Picklist button in the Toolbar You can click this button to open the list of valid entries and select your entries directly from there You can also use the menu command Edit Validation List Manual validation You can ask Cardbox to validate a field even before you leave it To do this simply press F2 You can also ask Cardbox to spell check a field Shift F2 or spell check a single word or phrase Ctrl F2 You do not have to have a spell checking validator installed in order to do this Batch validation You can ask Cardbox to validate a whole batch of records at onc
323. nged since the last backup but we do not recommend this it is far less complicated and therefore safer to back up everything every time BACK UP YOUR DATA OFTEN 38 2 Recovering from data loss It is always best to keep backups and to restore files from a backup copy if something goes wrong Nevertheless there are times when through carelessness or catastrophe this is impossible Here is some advice on recovering from this situation FMT file If the FMT file is destroyed access to your database is impossible If it is corrupted but you can still view data in the native format then you should be able to transfer data to a new database for which you would recreate the same native format Chapter 38 Security 380 For further details on how to do this look up Help Technical Articles and see the article Recovering from a corrupted format file under the Security heading FIL file Ifthe FIL file is destroyed access to your database is impossible If it is corrupted there is a chance that only one or two records will be affected it is even possible that only the index has been damaged Use the command File Utilities Repair to rebuild the database and its index This command will report how many records it has found and how many seem to have been lost For full details see the Help information on this command FIM file If the FIM file is destroyed you will lose the images and OLE objects that were attached to your da
324. ngs You can include within a format definition also See Section 7 28 4 for further details page headings and footings which can be line up with fields for a tabular output and which can consist either of plain text or of merge blocks incorporating some data from records as well as date and time and page numbers record continuation headings and footings which are of similar make up but appear only if a record is printed over more than one page 23 2 The native and alternative formats You can define several record formats for a database and they are all stored in the format file of the database The first format that you create is the native format of the database you can subsequently add other formats for special purposes and those additional formats are called alternative formats The native format defines the basic structure of your records in terms of the fields into which you want to segregate the data The native format is the first format that you create for a new database It must contain all fields that you intend to use and there are also some field attributes that you can define only in the native format The size of fields in the native format is immaterial You can use any format for the entry or display of data and you can make the fields of appropriate size in the alternative formats designed for those purposes If you intend to attach extra text to your database records you must declare extra text in the de
325. nical articles 32 4 Designing a label type Label type Name of label type Paper size is 8 27in x 11 69in Labels across the page Doo Label width 8 27in Left offset o Gap across Labels down the page i Label height 11 69in Top offset o Gap down o Chapter 32 Designing labels 284 The name of a label type You must store every label type with a distinct name If you enter an existing name when defining a new label type 2 Label type col3 already exists Do you want to replace it you will get the message shown opposite when you try to close the Label Type dialog box If you choose to replace an existing Name you will lose the original Avery L7160 is the name of a standard custom label stored under that label type Please choose another name a However Cardbox will not let you re use the name of a standard label type The measurements This picture shows how the t j Labels across the page ma measurements entered in the Label uae i type dialog box apply to a sheet of t labels As described below you can leave some dimensions undefined to be derived automatically from the Relat others Gap down The measurements apply as shown also in landscape orientation However you must set the applicable orientation before dimensioning the label type As shown in Section 30 6 a change in p aed ayy umop sjaqgeq the orientation of a dimensioned gt
326. ning images and loading them into the image file 1s described in Chapter 35 Building image databases Chapter 34 Using image databases 309 34 1 The image field and image size The image field will have been created in the native format of the database but you can vary its position and size in the alternative formats that you may design for your own purposes In a format in which you want to display only the text of records you can omit the image field altogether When designing alternative formats for a database in which there are no meaningful f Mame IMAGE field names or descriptions you can Co E identify the image field by type in the O Field Properties dialog box shown in this Type picture Text In any database there can be only one Image field of type Image Object Nomaltes E Yalidote The size and shape of the image field will determine the size in which images will be displayed but will not affect their shape OF MOF I DF OF Images are always displayed in full but scaled down to the size which will fit inside the image field This means that the width of the field will limit the size of a wide image and the height of the field will limit the size of a tall image Regardless of the shape and size of the image field images are always available for display unscaled in the size in which they are stored in the image file and the way in which you can display them full size 1s described
327. nly the amount that can be displayed without scrolling The shape and size of any given field can be different in different formats a ns ec Roxburgh Mansions Pembroke Terrace pii Kensington anii C HAUAA AAAA l a a TH 15 UNAYO TA NYON DAA GAGS SAMPLE FIL 2 1 Wetherton Road Maida wale a Roxburgh Mansions Pembroke Terrace Kensington icf Road Loughborough m Loo d Chapter 25 Fields in formats 207 Multi line fields If you want to enter text in separate lines as in the address field in this example then make the field as deep as necessary In a single line field you can enter only one line of text with horizontal scrolling if necessary so when you display multi line text in a single line field all lines of text are put together into one long line Overlap Each field must occupy an area of its own without overlapping any other item An overlap is indicated in the Format Design window by a pattern of dots usually red This picture illustrates an overlap between fields AA and BB and between field AA and the TIT WI Hox ii BB OVAHETERUOTOONEREAHOUSUEWEOHOTSUEWERH Cardbox does not object to overlapping fields while you are designing a format but will refuse to save the format until you clear the overlap Overlap is allowed between items other than fields and you can also put a field on top of a background graphic see Section 28 3 Name and description m Each field mus
328. ns Serif 8 Grid spacing Indexed T MS Sans Serif 8 DEEM Extra text T MS Sans Serf 8 El manis Line width Captions T WS Sans Senf 3 Background Normal text is all feld text that 1s not indexed except for the Extra Text field EI Underine To change the width of lines type CTRL A or use View Appearance to open the Appearance dialog box and choose another width as shown above The change will apply to all lines and boxes in the format With Cardbox version 2 0 you can also adjust the width and colour of individual lines right click on the line then press the Appearance button in the resulting dialog box Chapter 28 The format background 237 Boxes are hollow inside so if you want to move a box you must bring the cursor to one of its sides Lines and boxes normally work within each record separately You can also make them run continuously from one record to the next to give the appearance of a ruled form To do this use the menu command Edit Format Properties and press the button marked Overlapping boxes Then press the F1 key and Cardbox Help will give you full instructions 28 2 Fixed text You can enter only one line of text at a time The appearance of text is controlled by the Captions entry in the appearance of the format as a whole but in Cardbox version 2 0 you can override this by using the Text Properties dialog box m You can anchor the start middle or end of a string of text in a chosen
329. nsert the field and define its position and size m enter the name of the field in the Field Name dialog box m select Object in the Field Properties dialog box The shape and size of the object field will naturally depend on what you intend to display in it You don t need much room to display an icon but in place editing of embedded objects will usually require a larger object field Having defined the object field in the native format you can insert it into any alternative format and enlarge the field as much as is necessary for the task that you intend to perform in that format Chapter 40 Object linking and embedding 387 40 2 Inserting objects The initial steps are the same for linking and embedding To insert an object into the current record edit the record and move to an empty object field choose Edit Insert Object Alternatively m double click the empty object field You will next see OLE s Insert Object dialog box This lists the types of objects that are available for insertion Inserting a new embedded object in place editing Microsoft Word supports in place editing of embedded documents so when you insert a new Word object you will find yourself editing it within the Cardbox window the Cardbox window will have acquired a set of Word menus and toolbars Inserting a new embedded object separate editing Some objects will not work inside another application If you insert an object of that type it will open
330. nt issues ma Mae Customised Type Customised Type WARNING Not all destination fields are linked WARNING Not all destination fields are linked If several fields have the same name To check whether correct fields in both databases you can link them have been linked select the relevant all with a single command Match pair in the Linked Fields box to highlight the relevant fields in their respective lists To unlink fields m select the fields in the Linked Fields box and choose Delete Having linked all relevant fields choose OK to start the transfer of data If you have not stored the links you have defined as a customised conversion type Cardbox will give you an opportunity to do so before performing the transfer of data Saving field links as customised types is described below Indexing of transferred data depends on the indexing mode of the target field The source s original indexing 1s reproduced exactly with Manual or Automatic indexing If the target field s indexing mode is All everything loaded into the field will be indexed if it is None nothing will be indexed Handling links as customised types If you save the links you have defined as a customised type you will be able to perform the same transfer on another occasion without having to redefine the links between fields To save a customised type m Having defined all field links enter a name in the Customised Type box and choose Save Chapter 33 Tran
331. nter cannot print backgrounds then this button will be disabled too Chapter 31 Printer settings 276 31 5 Errors and troubleshooting At some intermediate stages in the definition of printer settings you may get the error message Error Declared record width exceeds available space and the most common causes of this error are m wrong paper size or label type m wrong page orientation font size too large When this error message is displayed you can neither print records nor preview the printed output but you can get a quick indication of what the problem may be by comparing the format you are using with the printable area corresponding to the current printer settings To compare the format with the printable area Appearance Ctrl A sequence of fields m edit the format choose View Printable area The results are illustrated in the examples below Actual size x14 xf Chapter 31 Printer settings 277 Less Here is an example of the printable area superimposed over a format for labels Clearly page orientation is at fault in this case and by changing it you will make the label fit within the printable area Preview printed output i Y C Fa LF Hm y piaeas lmam ka aie aik Hext page Cancel bi bhial T u n Erm Fa e Fe 11m HEH TI yla ne Fam Yaki m ia rm I k I Tknika LI Eull size eau Jee Fe Jra oe Fe K s RA s w RA s s x s s s l s
332. nting the format 188 TESIZING ITEMS sesse 204 selecting items 06 203 sequence of fields 247 timestaMpIN eee 258 undoing changes 205 Window Update to check DIOSTESS sciatic eke 193 Format file FMT creating for a new database 177 Format size automatic enlargement 197 boundary slides 198 format boundaries 196 units of measurement 196 Formats creating OVervieW 5 187 delene serae Enn 194 duplicating overview 187 editing on network 383 editing OVErview 0 187 main elements descibed 181 native and alternative compared ila E 32 186 On Can aioe 22 pushbuttons eens 246 Fractal image compression 321 FRM file type eeeeeeeees 176 Full screen image display ACCESS 10 E E 310 image control window 311 SCr Ola scrs ches csoacsaseuconsahs 311 Fuzzy matching cccccsesseeees 80 G Gap between records IN PFINting eee 196 275 in screen display 4 196 Give command 4 Go to field command F5 ee 138 mouse CLICK enner 52 Go to record mouse chek rrari 50 56 Graphics in formats avoiding distortion 241 background display 242 display modes 000008 242 foreground display 242 mser S sae 241 overlap with other items 242 OVERVICW o
333. nu commands About this window 38 Auto update 39 126 Fo Mennea 41 Appearance 59 113 Browse position 113 POA sch oeseeiissndeet 113 SCICCHON eessen 113 Seguente oaia 113 Give Appearance 59 113 Browse position 113 FOA eea 113 NCICCHONG 2 cass camneemred 113 OLALI e tix Jase rise letvn ass 113 Mofi E pien 41 117 NOW enine een ieueteumteeiee 37 Same browse position 114 Selecionada 114 Update 0 39 126 193 WoOrd WrapPING cccccceeees 139 Write to File dialog box 297 Writing datato TES scriem 296 images to a file 00 field sequence 299 7 formatted records 301 selecting fields 298 Zooming in format design standard formats 297
334. nvenient because Cardbox will assume that you want a numeric search and you will have to change the Use option to Word Index to override this Searching for numbers and dates If you are looking for a particular key number or date type it in full and then click the OK button or press ENTER The formats for numbers and dates are Chapter 10 Index searches 82 described in Section 21 2 Characters which are ignored when indexing such as currency symbols and commas are not allowed As soon as you start typing a number Cardbox will change the Use option to Number date index unless you have overridden it earlier Specifying numeric ranges Numeric ranges are specified as follows 17 32 matches any number between 17 and 32 inclusive 14 6 matches any number greater than or equal to 14 6 30000 matches any number less than or equal to 30000 matches all indexed numbers Since dates are indexed as numbers shown in regular typeface in the table below similar rules apply Thus 19 4 1990 11 9 19 matches any date between 19 4 1990 and 11 9 1995 95 both dates inclusive 1990 0419 1995 091 1 21 3 1992 means on 21 3 1992 or later 1992 0321 3 8 1983 means on or before 3 8 1983 1983 0803 If you have used UK date format and have put in any dates as simply month year then those dates will be treated in ranges as if they were the Oth day of the month concerned Whatever the date format you use a plain year number will
335. ny records have been tagged It refers to the number of tagged records in the entire database not just the current selection Chapter 11 Other search modes 97 The commands which you use to handle tagged records are available in the Tag command menu This menu appears in the first instance as a cascading menu in the Search menu but you can promote it to the main menu bar if you expect to use tagging Select frequently Select also Exclude Exclude also Include Demote menu Records tagged 50 Untag record Tag rest of selection Untag rest Clear all tags The first command in the menu always reverses the tagged state of the current record so it will read Untag record if the current record is tagged and Tag record if it is untagged You can also tag or untag several records in bulk with the following commands from the Tag menu Tag rest of tags all records from the current record to the end selection of the selection unless interrupted earlier Untag rest removes tags from the current record to the end of the selection unless interrupted earlier Clear all tags removes tags from all records in the database regardless of whether they are in the current selection Tagging is completely independent of any other selection criteria m Once a record has been tagged it stays tagged until you explicitly untag it or until you leave the database m A record tagged in one window will be marked as tagged also in
336. o return to the record you were viewing before The new record is added to the selection even if it does not fulfil the current selection criteria Otherwise if you added a record that didn t belong in the current selection you would have had the alarming experience of having the record disappear as soon as you saved it Ifa sequence is in force the new record will be added to the end of the selection even if that is not its proper place in the sequence to move the record into the right place you will need to re sort the selection again When you have several almost identical records to add to the database you can save typing by adding only the first record as a new one and then duplicating it repeatedly making whatever changes are necessary for each additional record 17 2 The Editing mode Whichever task you choose Cardbox will enter the Editing mode and display the record for data entry or editing With the New record command the displayed record will be empty As it enters the Editing mode Cardbox changes the shape of the mouse cursor from the usual arrow to an I beam and marks the insertion point for Sequence of text by a blinking vertical bar fields is described in When you start the Edit command by double clicking the left mouse button Section 29 1 Cardbox will automatically position the insertion point in the place you clicked Otherwise the usual initial position of the insertion point is at the first fiel
337. o the end of text in the block CTRL END When you have finished entering or editing text click elsewhere in the format or press ENTER You can cancel the changes you have just made by pressing ESCAPE instead of ENTER Entering the fixed text You can enter and edit the fixed text in a merge block in the same way as text in a normal field except that if you want the merge block to contain several paragraphs you will have to use CTRL ENTER to start a new paragraph instead of ENTER because ENTER will terminate the editing of the merge block Automatic width will not widen the merge block while you are f designing the format so text will be TE word wrapped if necessary When you are displaying or printing records Cardbox will make the merge block as wide as possible a single long line of text Chapter 27 Merge blocks in formats 231 Automatic height will similarly not enlarge the This is a block while you are oun o designing the format text iEn ma 4 will be scrolled if necessary arnas When you are displaying or inthe printing the merge block margin of will grow or shrink to fit its some contents document Entering data references Data references tell Cardbox where to insert data into the merge block When you are editing the merge Field Ctrl F block they appear as specifications enclosed in curly Tage numur brack Record number rackets Number of records Date or time You can either ente
338. oard in which case Cardbox will check whether this image is already stored on the image file If it is then Cardbox will store its address in the record without duplicating the image itself in the image file Each record can have any number of images attached to it 35 1 Creating the image field You can create the image field only in the native format having done so you can insert the image field in any other alternative format in which you also want to display images Define the position and size of the image field in the native format in exactly the same way as of any other field The size and shape of the image field Chapter 35 Building image databases 317 does not affect the size or shape of the stored image but only as shown in the previous chapter the size in which the image is displayed Field properties Field properties Description Doo OE Description Image field Inde D Hone E Hanual D Automatic All Having named the field you will reach the Field Properties dialog box where you should choose Image as the type of the field You can also add a description and this completes the creation of the image field m You can have only one image field in any format so if you already have an image field the Image option will be unavailable m Once you have assigned the image type to a field you cannot change it to any other type m Do not delete the image field in the native format This is wher
339. ode in the handler the corresponding check box or option button will be set If you enter words that match several codes several check boxes or option buttons will be set For option buttons this is not a good idea someone will end up being both male and female or both permanent and a trainee but the situation can be corrected as soon as you click on one of the option buttons If you often edit fields in their textual form that are also presented as option buttons you may find it useful to install a validator to make sure that the text you are inserting makes sense Chapter 29 Advanced format design 258 29 5 Bar code handlers To display a bar code m Design a merge block to display the exact text that you want to have barcoded Install a handler for it Open the merge block s Properties dialog box use the View list to choose the bar code format you want Bar code formats include 13 digit bar codes UPC EAN 13 and their 8 10 and 12 digit variants as well as Code 39 You can read more about these formats by pressing F1 and looking at the on line help If you want to control the appearance of the bar code more closely for example its size and whether text should be included press the Set button and a dialog box will appear For more details and advice press F1 while viewing that dialog box This example shows a bar code in its standard size with and without Ooooono LAaTETS numbers 29 6 Timestamping and
340. on the selection from the other window The effect will be the same as with Window Merge To start a search in the Fetch mode choose the search command in the Search menu in the SEARCH MODE normal way v Index Dat m in the search dialog box click on the page flip button or press F3 to open the Search Mode list and choose Fetch Tags es Record numbers m the cursor will change shape to a hook position it over the window whose selection you want to use and click Select SEARCH MODE ONN O a R A OE _ i D R D_i y E Cc ttC CONCOCOC CSCSCSC SNCSNYNCNC C C C d a Cs CO R OO E Cc C C SCNCNCOCNSNCSC C C S NC amp CON Cc C C SNCNCO CNCNC TNSNCO U d History Level 5 8 records selected Level 9 5 records selected Level 5 8 records selected Select from window 1 Level 6 2 records selected This is an illustration of this operation for the Select command Chapter 16 Relational searches In relational searches you use one database window to provide search parameters for other database windows We call the windows in which you are conducting a relational search the search windows and the window from which you obtain the search parameters the control window Search command CONTROL SEARCH Search results Search parameters In the simplest case of two relationally linked windows you specify the search command which
341. ons Here is the text of this macro In recording it you would insert a loop twice first the inner loop and then the outer loop For the inner loop record the macro as far as the SaveRecord command bring the StartLoop command down to just before the EditRecord command For the outer loop record the macro as far as the ExcludeTagged command m accept StartLoop in the position chosen by Cardbox Chapter 37 Macros 367 ClearTagged FirstRecord StartLoop Field ltem REP Indexed Copy Select Field REP Text Paste OK TagRest StartLoop EditRecord Calculator Date MDate x y Expression 2 Field NP Copy Clear Text Moveto NP Hilight End Paste SaveRecord EndLoop ClearOneLevel ExcludeTagged EndLoop ClearAllLevels ClearTagged Having thus defined the EndLoop position for the outer loop you can next record whatever commands are needed to bring the database to the state in which you want to leave it In this example we clear all tags and selections 37 9 Using macros within macros When defining a complex macro it is often more convenient to build it up from a series of smaller macros each defined and tested individually Having defined those smaller macros you merely need to arrange for the larger macro to play them at the appropriate stages Chapter 37 Macros 368 The macro that you play within another macro can also be called by other macros m can be written a
342. ons and then choose Save You can next choose Cancel if you do not want to write the records right away To delete a customised type Follow the same steps as for editing above but choose Remove instead of Save in the Formatted Output dialog box Format of the output records ABSTRACT FIL Tithe Getting to Grips with Information Cybernetics Author M S Sloane Journal Computer Management Ref 029777 Vol Ho Date 12 60 P 20 Abstract Good information systems should be designed to enable growth and change to be Incorporated The author argues for the use of management cybernetics in onder to create adaptive information systems Management cybernetics i defined as an inter disciplinary cience concerned primarily with control and communication within organisations of all kinds Which have the capacity of s l organisation as a function of changing circumstances The nature of messages and of information discussed and the role of the DP manager in developing adaptive systems i examined Managers are advised to aim for ultra stable systems Models to assist the decision making process are also included Title Getting to Grips with Information Cybernetics Author H amp Sloane Journal Computer Management Refi 029777 Yol Ho ate l1zr 80 F z20 Wos 3 Abstract Good information systems should be designed to enable growth and change to be incorporated The author argues for the use of Wanagement cybernetics in
343. ook technique or by selecting the field in the drop down list which will in this case be confined to fields actually displayed in the current format of the control window Use as search text The text of the designated field in the control window may contain any mix of words and numbers indexed and unindexed and you can ask Cardbox to ignore in the search text either alphabetic or numeric terms by turning off the relevant check boxes Command characters See further notes in Section 10 6 won Wildcards and or the range delimiter will not perhaps normally occur in your databases but you can use them in special search strings particularly in dynamic relational searches described in Section 16 6 If you do intend to use these command characters remember to tell Cardbox not to discard them Multiple terms Your specifications in Use as search text above may leave several terms qualifying as the search text and you must next tell Cardbox how you want them to be used in the search commands 1st term only means that the search command is to be applied only once using the first term as the search parameter In this case you have further options Exact means that the first term is to be used in exactly the same way as in anormal manually entered search command Use as start of range will match the records which contain either the matching term or terms higher in alphabetic order Numeric order will automatically ap
344. oop and EndLoop functions StartLoop means m The loop starts here m If there are no records in the current selection there is nothing to be done in this loop so skip straight to EndLoop EndLoop means The loop ends here If there are more records in the selection then move on to the next record and resume playing the macro from StartLoop If there are no records left to be processed ignore EndLoop and carry on playing the rest of the macro We discuss messages in Section 37 10 Chapter 37 Macros 363 For example the macro listed here Calculator Expression 0 would total the income field IN in all records in the current selection in the following stages Copy Clear 1 Before the loop copy value zero Home to the Clipboard and move to the StartLoop first record Calculator Field Clip 2 Within the loop add the income Expression in the current record to the value EEEE on the Clipboard Field IN 3 After the loop display the total Sopy in a status message Clear EndLoop Message Text total Paste Status OK Looping versus Batch edit Looping within macros and Batch Edit can both be used to edit a batch of records The difference is that Batch Edit repeats literally what you type keystroke by keystroke while a macro can execute any command So 1f the data being entered depend on an action that may vary from one record to the next such as a calculation then you cannot
345. or check marks in the cascading menu Then close the Window menu by pressing ESCAPE or by clicking anywhere outside the menu To extend an existing link between two or more windows to another window make the new not yet linked window the active window and link it to one of the others that are already linked to each other in the usual way 15 3 Using multiple windows in complex selections The commands described so far in this chapter enable you to transfer selections between database windows but the transfer is destructive that 1s the existing selection is fully overwritten by the selection brought across from another window We now come to the commands which enable you to combine the selections built up in separate windows into a complex selection in one particular window All windows between which you transfer selections must belong to the same database All windows must be currently open though they can be minimized to icons m Any differences in the format or sequence between the windows is immaterial the window in which you build up a complex selection always retains the format and sequence currently in force Chapter 15 Advanced search and browse techniques 117 Merging selections Window Sascade Shier Fetch Give Merge d d E oo A C SS EE o IMIM P C EEE E A o A History History History Level 9 5 records selected Level 5 8 records selected Level 5
346. ording so allow for this either by starting the playback from the second record or by first cancelling the changes you made in the first record while recording the macro Chapter 37 Macros 365 Here is a more advanced example of a macro in which Cardbox will offer you a wider choice of possible positions for the StartLoop command so that you have to decide which position is the correct one for the logic of the macro In this macro we first select all records for the salesman Field REP in the current record and then edit each record to delay the date of the next contact by 2 months 1 StartLoop Field ltem REP Indexed Copy Select Field REP Text Paste OK EditRecord Calculator Date MDate x y Calculator Expression 2 Field NP Copy Clear Text Moveto NP Text Hilight End Paste SaveRecord EndLoop 2 Field ltem REP Indexed Copy StartLoop Select Field REP Text Paste OK EditRecord Calculator Date MDate x y Calculator Expression 2 Field NP Copy Clear Text Moveto NP Text Hilight End Paste SaveRecord EndLoop 3 Field ltem REP Indexed Copy Select Field REP Text Paste OK StartLoop EditRecord Calculator Date MDate x y Calculator Expression 2 Field NP Copy Clear Text Moveto NP Text Hilight End Paste SaveRecord EndLoop 1 Cardbox will first insert the StartLoop command at the start of the macro script
347. ormat by moving it away from the origin of the Format Design window 29 4 Special field handlers As well as handling text images and objects Cardbox can present your data in other forms such as option buttons also called radio buttons and check boxes These are not a new type of field but provide alternative views onto your text fields You can have your data appear as text in some formats such Chapter 29 Advanced format design 253 as summary reports and as option buttons or check boxes in others such as forms for data entry 5 TAFF FIL Name Department Rober Barlow O Management O Administration GEX works Mo O Finance le Male Female 0000050309873 C Sales Publicity status Customer relations lo Trainee O Probation Permanent O Development C Quality control Languages C Documentation Portuquese Ed French Dd German C Production L Dutch Ll Spanish d Italian C Technical support C Despatch O Maintenance Here is an example of option buttons and check boxes Instead of entering words like Probation or Permanent you select the appropriate option button The same applies to check boxes in this example the check boxes for French German and Italian have been turned on so the corresponding languages will be entered in the record and will appear as plain text in a format not using the special field handlers 3 TAFF FIL Name oex Department Status Languages l Rober Barlow M Public Permanent
348. ou can then accept the whole list or pick the particular terms that you want evel 5 Record 15 e IIE of 54 _ You build up searches step by step building one level of selection on another The status bar always reports your current level of selection how many records there are in the selection and which record you are currently looking at Complex searches In complex searches you can build up your selections in stages keeping the intermediate selections in named lists You can use the names of kept See Chapter 15 See Section 3 5 selections as search parameters in the same way as normal indexed terms You can also carry out different searches in separate database windows and merge their results into a complex selection F K Jordinson Esq Manager E Lavy Esq Barrister R P Cooksley Esq Advertising tary Kent ner Kent E saMpLerivaz E Matin Porock Esg Salesman el WO Gledfield Esq Journalist Mrs R Smythe Manageress NYT Dr Ambrose Barlow Physicist E SAMPLE FIL 3 zJ MisHelen Balow Maa jpred surveyor Kent h 271 52 15 0001 Mr Michael Ullathorne Chartered surveyor or Lancashire F 30 4 46 30 0005 Vyvyan Ramsay Esq Accountant an London S W 10h 19 1 52 35 0063 Mrs R B de Caverel Solicitor F 2 3 64 7 5063 Lancashire h 7 3 43 25 0016 EL samerna je n 19 4 62 7 506 SAMPLE FIL Mrs Imogen Quest Actress Surrey a Dr J B Harney Doctor Frank M
349. owing points Format You can add edit or duplicate records when they are displayed in any format that does not contain a variable height merge block Fields You can edit or enter text only in the fields displayed in the current format Any fields that the current format does not contain will be unaffected by editing and will be correctly copied if you duplicate records The size of a field does not restrict its capacity for text Cardbox will scroll the text within the available space but you may find it difficult to see what you are doing if you make the field very small Current record Chapter 17 Adding and editing records 135 But the depth of the field can be of importance If the text of the field consists of a number of paragraphs and you display it in a single line field all text will be concatenated into a single line and you will not be able to see where one paragraph ends and the next one begins So do not attempt to edit multi line text in a single line field you can easily produce unexpected results Make sure that the record you want to edit or duplicate is displayed in the active database window and if in multi record display that it is the current record identified by a thin black frame Chapter 17 Adding and editing records 136 17 1 Selecting commands When adding or editing records you can either select the relevant commands from the Edit menus or use the key combinations shown You can also start
350. p slide on the vertical scale towards the top of the Format Design window Chapter 24 The Format Design window 200 Alternatively you can i Aole a a 98 98 ea S ii move the existing format items away from the corner as a block Here is an illustration of how you can do this l co lu lo lo la lo Iw l gt A P i e E B E E B E PPP Creating space for headings and footings There are two kinds of headings and footings Page headings appear at the top of every printed page You can also get them to appear at the top of the window when you are displaying records Page footings appear at the bottom of every printed page Record continuation headings apply only to large records that are split across page boundaries and appear at the top of the second and subsequent printed page of such records Record continuation footings similarly appear at the bottom of each printed page of a split record except the last To create a heading or footing you have to reserve space for it and then put some items into that space in the way described in Section 28 4 To make space for headings and footings you split the red slide at the top or bottom of the record Here for example is how to split the slide at the bottom to define the space for footings 1 To create space for a page footing bring the cursor to the lower slide and drag it down using the right mouse button A yellow slide will be left behind
351. panded block Pack multi line fields into one paragraph 11 Wetherby Gardens Kensington London Sy FFR ADR S O Pack multi line field TI Wetherby Gardens Kensington London SW FFF ee ae CO 11 Wetherby Gardens With this option selected Cardbox will concatenate the lines of a multi line field into a long single line paragraph Chapter 27 Merge blocks in formats 228 With the option not selected the multi line field will be truncated to fit the number of lines in a merge block with no automatic height adjustment In headings and footings where no automatic height adjustment is allowed you must thus remember to pack multi line fields into one paragraph if the heading or footing is only one line deep Appearance Cardbox version 2 0 and above Press this button to give the merge block its own appearance overriding the appearance given to the format as a whole View options You can optionally output a merge View Normal text E block usually a pure number in a the form of a bar code See Section 29 4 for further details OoOooooO Laveys Here are the main points that you should bear in mind when defining merge blocks 27 2 Defining a merge block m You can define any number of merge blocks in a format but they must not overlap with any other item in the format Expansion of a merge block with automatic height or width will never cause an overlap Formats containing automati
352. pecific vertical line stretch from the very top to the very bottom of the record m You can use the Overlapping Boxes dialog box to join successive records together The idea is that you design a format in which each record is enclosed in a box and then use Overlapping Boxes to tell Cardbox to overlap those boxes If you have a heading in your format you can use the same technique to include it in the overall scheme of ruling Here are some examples of the effects you can achieve The records share a common outside ruling but have no rules between them The same outside ruling but horizontal rules also separate the records Vertical rulings only you can use the Line Properties dialog box to achieve this effect A heading inside the overall ruling Chapter 29 Advanced format design 260 ee The heading is inside the overall ruling but a line separates it from the records themselves For full details of the achievable effects and the things that you need to do to obtain them open the Cardbox on line help and search for Ruled Forms Chapter 30 Principles of printing By default Cardbox will print records exactly as they appear on the screen You can however add special printer settings to the format definition which can make the printed copy different in the following main respects Font and A different typeface can be selected for printing and size special printer attributes such as emboldening i
353. ply if the search term is a number or a date Use as end of range will match terms lower in alphabetic or numeric order up to and including an exact match 1st OR 2nd OR 3rd OR applies if you want to retrieve records containing any one of the terms in the search text 1st AND 2nd AND 3rd AND applies if you want to retrieve only those records which contain all terms occurring in the search text Note that if you Chapter 16 Relational searches 123 confine the search to a particular field the matching words can occur in any order and if you are searching all fields then the matching words can occur in any combination of fields 16 4 Executing relational search commands When you first set up a relational link between two windows Cardbox automatically executes the specified search command using the search text in the current record of the control window You can subsequently apply further local i e non relational search commands in the search window without affecting the link in any way but you must not undo selections to below the level at which the relational link was established or the link will be cancelled Cardbox will automatically execute the relational search again with every change in the search text whether it arises from a move to another record in the control window or from editing the search text in the current record With every change in the search text Cardbox undoes all search commands down to and inc
354. position and size of the item you are inserting in the format The special shapes shown below are displayed crossed out when the cursor is outside a valid position you link database windows for selections and browsing z A The cursor assumes the shape of a chain link when The cursor assumes the shape of a hook when you amp i Fetch parameters from one window to another or from a window to a dialog box Sx This needle shaped cursor occurs when you Give some parameters of one database window to another Chapter 4 Basic Windows techniques 44 4 2 Using menus Promoting cascading menus To avoid cluttering up the menu bar Cardbox puts some of the more specialised search commands into cascading menus within the Search menu but if you expect to use them often you can promote those menus to the main menu bar Cardbox File Edit Search Yiew Window Hacros Cardbox File Edit Search Tag Keep Browse Relational View Window Macros So this is how the menu bar will look with all special menus retained as cascading menus within the Search menu and with them all promoted to the main menu bar Each of the cascading menus has an item called Promote that allows you to promote it and every promoted menu has an item called Demote that will turn it back into a cascading menu again The Record menu When you are editing a record you can save it using File Save or abandon it using File Quit If you feel strongly that the
355. r 6 Running an existing database In this part of the manual we describe routine operations on a database assuming that the database and its formats have already been set up 6 1 Opening database windows You very rarely have to open database windows in Cardbox When you re ee gie close Cardbox it remembers all the windows that you had open and re described in opens them for you the next time you run Cardbox Section 3 6 To open a window on a database which already exists on your computer either select Open in the Open Ctrl 0 File menu or type CTRL O without opening the menu In response Cardbox will display the dialog E box shown below Bo a File Name Directores Ffi CMY Documents bizlet fil Sgck mik fil password FIL My Documents ET passwords fi default z L photos fil Diaries runprog fil Easyiweb Read Only Family List Files of Type Drives Databases FIL Sc Quick select Searching no need to walt LC Carndbos 4rchiveSHELPSHELPS4 S FIL CA CardborArchrveSHELPAREYWORDS FIL C Cardbos cardbos nethhwE BEXPORT FIL C Cardbos Compressed files465 TRACT FIL LC Cardbos Compressed files 4PPLICS FIL LC Cardboe Compressed tles CONTACTS FIL C Cardbox Compressed files IMAGES FIL LC Cardboe Compressed tles TUTORIAL FIL C Cardbos Compressed files tW A CAMC FIL CAC ardhas iren CONTACTS FIH Chapter 6 Running an existing database 54 T
356. r HP LaserJet 4 The list may of course be different for your printer but the standard A4 size should be there 30 2 Label types In Cardbox a mailing label is simply another kind of paper and you choose the label type in the same way that you would choose any other paper size A label type defines the size of the sheet of labels usually A4 the size of each label and the arrangement of the labels on the sheet Label types are listed in Cardbox s Paper Size list grouped under the sheet size Here is an example Printer Settings lt lt Printer and Paper gt gt Printer Current Windows printer E Current Windows printer i HP Lasentlet 44h on LPT1 Paper size A4 210 x 297 mm 2 Orientation Z Cy E Pa Legal 8 x 14 in Executive 7 4 x 10 in g Ad 210 x 297 mm Avery L71860 CADEI bes a Avery L7161 special paper a Tahi Control sheet Sizes Shrink wrap Com 10 Eny 4 178 x 9 amp in DL Eny 110 x 220 mm Pelete label tyne Unit Cardbox comes with a number of label types built in including the complete Avery range The contents of a label type Label type Hame of label type Paper size is 210mm 296 9mm Labels across the page Label width Left offset Gap across Labels down the page Label height Top offset Gap down Print asamplepage unit nitimetes E This dialog box shows what a label type contains The diagrams below show how th
357. r data references by hand or 7 choose them from the Insert menu which will appear in this form when opened while you are editing a merge block Field references A field reference appears as a field name enclosed in curly brackets e g 3 ame INES SUranie Orly A NA Address street and town county ina sel i County and postcode R If you choose Insert Field S aiutatian Cardbox will display a dialog box to Telephone Fax Date of birth Sex Single Maried widowed Divorced On display and output each field Numberet dependent children reference is replaced by the full text Gross annual income of the field as long as the merge block is large enough or is allowed to expand with automatic height or width The format of the output text also depends on the setting of the Pack multi line fields option described earlier in this chapter let you select the field to insert Page numbers Page numbers appear in headings and footings In page headings and footings they are page numbers within the whole print run in record continuation headings and footings they are page numbers within the Chapter 27 Merge blocks in formats 232 current record A page number appears as Page when you are designing a format You can insert it by using the command Insert Page number Record number and number of records The number of records appears as Records when you are designing the format and you can insert it using
358. r example above You can give a merge block its own unique appearance by pressing the Appearance button in its Properties dialog box This affects the merge block as a whole but there are also some special codes that you can use within merge blocks B and B will start and cancel bold printing respectively I and I will start and cancel italics and U and U will start and cancel underlining Chapter 27 Merge blocks in formats 235 Here is an example We have recerved a letter from Mrs G Templeton who lives at Four Winds Broad Lane Thethord Aimi You can apply these display attributes in any combination and any attribute that you do not explicitly cancel will apply to the end of the merge block but not beyond it Chapter 28 The format background You can build up the format background from lines and boxes fixed text and graphics The format background is optional and each format can have a different background Lines boxes or fixed text must not overlap any fields but you can use graphics as a background to fields There are no restriction on the overlap between the various items of the screen background 28 1 Lines and boxes To enter a line or box in the format you are editing press CTRL L or select Line or box in the Insert menu then mark out the line or box using the method described in Section 24 1 view Appearance Ctrlt A Appearance Normal text T WS Sa
359. r results when displaying most kinds of images To get the best possible image display quality Cardbox calculates an optimised colour palette for each image When you display the image in full colour Cardbox uses this palette instead of the Windows one Because of the way the VGA display works this palette also changes the colours of standard Windows features and of other applications The normal Windows colours come back when you switch to another application but if you find these colour changes tiresome you can tell Chapter 34 Using image databases 311 Cardbox to use Windows colours all the time and switch to full colour display with SHIFT F12 only when you want to look at an image in detail Cardbox options Image display when not full colour Honochrome a High contrast OO Windows colours Thumbnail image size Small gt Medium X Large You can set the default display colours in the Cardbox Options dialog box shown above which you can access using File Utilities Configure Cardbox High contrast means high contrast monochrome When printing images Cardbox ignores the default display colours and prints at the best possible quality in colour if possible Full screen image display When you select full screen image display Cardbox displays the image in its full size and colour together with an image control window which you can hide if you wish Suitable scroll bars are added if the image is too large for th
360. ract _prn summary prn tenders pin Drives Somos E White Cardbox INTERNAL dump file DMP White Cardbox EXTERNAL dump file 7_ EXT White a comma delimited text file TXT Write formatted records to a file _ Chapter 33 Transfer of data 302 m Turn on the First Record check box if you want to write all records in the current selection otherwise output will start with the current record If you have previously defined a suitable customised type for the intended output then select it in the List Conversion Types box and choose OK to write the records OTHERWISE m select Write formatted records to a file and either enter the name of the output file or select it in the File Names list If you want to set any of the options shown in the Formatted Output dialog box shown below and perhaps also save them as a customised type then choose Edit If not then choose OK to start writing Setting options This dialog box enables you to use a different format from the one in which Fanaa records are currently displayed and to i set the following options Translate underlines to spaces Underlines are often used to index multiple words as a single phrase By choosing this option they will be replaced by spaces in the output file Ll Translate underlines to spaces O Omi blank lines at end of record O Include page headings Customised Type Omit blank lines at end of record This option appli
361. ractical limit on the number of formats that you can prepare for a database on the size of a format or on the number or size of fields Name Mrs Imogen Quest Addr 12 Cranleigh Place Egham County Surrey Dear Mrs Quest Tel 0784 55857 Dizi Date of birth 3 4 44 Married ha Income 10 000 Profession Actress SexF Mo of children Mrs Imogen Guest _fActiess_Surey__F 64 44 10 000 E OLE Harney Doctor Frank Martin Esq Merchant banker MrJ Hedley Mra A Smythe Dr Ambrose Barlow Mrs Helen Barlow Mr Michael Ullathorne Chartered surveyor Kent yuan Ramsay Esq Staffordshire MYFILE FL Format design is described in Chapter 23 Leicestershire A ccountarit Here are some examples of alternative formats giving various views of the see data A window automatically displays several records at a time a list view Appearance in if the depth of the format allows it You can assign to each format the styles Chapter 7 and colours which are to be used for display and printing Merge blocks such as oe those used for this letter aia are described in Chapter 27 and graphics in formats in Chapter 28 1 mlamil halis hk aF i Jalg 1337 am urili and Deel lihr la m afarm gan ihalli aabllbr arar quar E aur lellee k arair Falar 22d LTL ORELT 137271137 Pte REEL 17371133 14 433 47 EERE 41 45 14 214 45 EER This letter combines data mailmerged with fixed text an
362. ranks as a space in the composite word and records would be sorted in the sequence show in the fourth column Note that this sequence corresponds to custom sequence with words separated by spaces On line sequence if words separated by a hyphen Original sequence Data Security Devices Database Data Securities Data Dynamics Data Preparation Data Acquisition Dataflex Data Encoding Datamation Datasolve Data Express Data Logic Data Processing Data Systems Data Security Systems Data Security Encoding Data Devices Datastream Data Data Security Data Security Devices Data Securities Data Dynamics Data Preparation Data Acquisition Data Encoding Data Express Data Logic Data Processing Data Systems Data Security Systems Data Security Encoding Data Devices Data Data Security Database Dataflex Datamation Datasolve Datastream Data Data Acquisition Database Data Devices Data Dynamics Data Encoding Data Express Dataflex Data Logic Datamation Data Preparation Data Processing Data Securities Data Security Data Security Devices Data Security Encoding Data Security Systems Datasolve Datastream Data Systems Data Data_Acquisition Data_Devices Data_Dynamics Data_Encoding Data_Express Data_Logic Data_Preparation Data_Processing Data_Securities Data_Security Data_Security_Devices Data_Security_Encoding Data_Security_Systems Data_Systems Database Dataflex Datamation
363. rch parameters for the current database Fetch This mode lets you build up complex queries by combining selections from different windows The basic terminology Here is a summary of the terms we use when referring to search and retrieval Current selection is the collection of records which remains after those which do not meet your selection criteria have been discarded Only the current selection is displayed in the database window from which you entered the selection command Browse bar Status bar Level3 Records ell f of 12 Selection number of the total number or records level current record in the current selection Cardbox reports the progress of your selections in the status bar in the following terms Level number is a measure of the basic search commands that you have applied to reach the current selection Level 0 means that no search commands have been applied and that all records in the database are in the current selection Current record is the record currently displayed in the database window If several records are displayed in the window the current record is surrounded by a thin black border Record number is the consecutive number of the record in the current selection with the sequence currently in force Chapter 9 Search and retrieval 71 Empty selection is the term we use for a database window containing no records An empty selection will occur if you have not yet entered any records
364. rdbox will remember the ID from one Print command to the next so you will not be able to use it to distinguish between printouts savefUpdate Format footing This is not allowed Please correct the An item overlaps the boundary of a heading or problem before saving save Update Format Heading was originally 2 rows high Items now T exist outside these boundaries The heading will automatically be enlarged to 3 rows Cancel Printer is HP Lagenlet 44M on LPT1 Start where Current record 1 of 10 Print 1 record O First record in selection Cancel Pirri sia Chapter 28 The format background 246 28 5 Pushbuttons in formats You can insert a pushbutton into a format and associate a command with it which will be executed when the pushbutton is pressed You set up a pushbutton in just the same way as a graphic item see Section 28 3 except that you use the Insert Pushbutton command instead of the Insert Graphic command You then have the following options for the action that the pushbutton should perform It can play a macro that you have previously designed For more information about macros see Chapter 37 m Jt can run a program which can interact with Cardbox to perform a specific action For more about getting programs to talk to Cardbox open the Cardbox help file and search for OLE Automation It can pass a DDE Dynamic Data Exchange command to a program that is already listening
365. re met eee aataetenbiae tun 19 OPENING AN EXISTING DATABASE cccceccsceccsceccececcccscscscesescesescesesccess 20 CREATING A NEW DATABASE maient at E E E A eres 21 DI E Bee EAS E A E ENA E EEA A E 22 FR ECOR DD Steers a eos eres i oes eee ee sos sin i oe ee eee 23 DATAENIRY AND EDITING sarosa detente oiace ital eee veers cess 24 SLL O EE PERE A REEOEN FHM SPENDERS Re PEE Se ey ter TT ARE Sn Er 25 Van a 0 ROCCE ROOT OP Cee RRO MME Te TANS SORT CT TOE Te ee RS eT ee 25 special field NONQICTS sacode E A bended 25 SEARCH AND RETRIEVAL cccscecesceccscecscscescsceccscuccscecscscesescesescesescsess 26 COMPIEEX SEARCHES ouve cates eel detain ANGA 27 RELATIONAL SEARCH Sa a aa AEE E a a R 28 EIE AND OWS E E E E E AE EA da eee 28 PRINTO oe a a A eC Oe I a 28 AUTOMATING YOUR WORK orcii a E R 29 CHAPTER 2 YOUR CARDBOX DATABASE esesessesccceccocoseoseseoseseoe 30 YC GLA 6 N AEREE eT Oe RIL FOE REE OET ETE A E AEN O TAT ETSE EEE 30 TAE E AG RI AEE EN E E EAT 31 Formats native and alternative ccccccceccccccuccccuccecuccccuccceceuscecaceecess 31 The constituent files Of a CATADASEC ccccccccccceseeeeccceeceeeeaesseceesseeaaaaseeees J2 CHAPTER 3 CARDBOX UNDER WINDOWS ccccccceccecees 34 3 1 THE CARDBOX WINDOW cccsccscescesceccscescesceccscescescecescescescscescescess 34 3 2 THE DATABASE WINDOWS ceccececceccecceceeccceccscesceccecescesceseesescuscess 35 The active database windOW cccc
366. re specifying how much of a gap there should be between one record and the next 31 4 Printer specific appearance Printer Settings Printer and Paper 7 Text Margins Records lt lt Appearance gt Captions etc Normal T MS Sans Serif 8 Grid spacing 2 Indexed T MS Sans Serif 8 wily Ll O Extra text T MS Sans Serif 8 HERS GREE Line width Captions T MS Sans Serif 8 This style is used for captions fired text and lines in the format It specifies the screen background outside the fields C Underlined C Same as screen Any settings that you define in this page of the Printer Settings dialog box will apply only to printing they will not affect the appearance of records on the screen This page has basically the same elements as the corresponding dialog box for screen appearance Chapter 7 The Same as screen check box enables you to cancel all printer specific appearance attributes and revert to those used for screen display Depending on the printer there may also be differences in the following buttons Text colour This button will be disabled if your printer can only print in black All colours other than white will in this case be printed black and if you want to make a distinction between indexed and unindexed text you can use emboldening italics or underlining or choose different typefaces Background Shading of various grades replaces background colours on a black and white printer If your pri
367. record and click on it to highlight it The Set to button will show how many items there are before this item Click on the button to set this number as the number of items per record Note The number displayed in the Set to button will change as you select other items to link them to Cardbox fields Ignore those changes and do not Chapter 33 Transfer of data 294 click on the button again unless you really intend to change the number of items per record Some perverse programs write all the items in a record in one line but then omit completely any items that happen to be blank This leads to a variable number of items per record which would confuse Cardbox and get the fields completely out of step If the program that wrote your comma delimited file is like this turn on Cardbox s One Line per Record option and Cardbox will treat the end of a line as an end of record marker Linking items in the text file to Cardbox fields items Read Cardbox Fields Anthony Alcott Esq Position omit if no o Organisation 8 Gresham Road Bexhill on Sea East Sussex TN43 7AD Items per record 12 Set ie B Linked Items 5 N Anthony Alcott Esq Customised Type To link an item to a Cardbox field m select the item and double click on the field into which you want to load it Or m select the field and double click on the item which you want to load into it or m select the item and the corresponding field and click on the Ad
368. record editing you can use the Clipboard to copy and move text However you may sometimes want more control over what is copied and this is what the Macro List of Fields window gives you Here is an example of a field transfer into a search command The macro listed below will select all records with the same town name as the current record Field ltem AD Read the address field Indexed item only town name in this case Copy to the Clipboard Enter Search Select field AD Paste town name OK Execute the search command To copy the contents of a field choose Fields in the Macro Toolpad m select the field in the Macro List of Fields shown below Kacro List of Fields List of Fields HA Name index only sumame HA Name index only sumame PO Position or job title Bn OR Organisation o AD Addess index town please iE CO County within UE otherwise enter Cou PC Postcode also for oveseas addresses CY Country if abroad Retneve Complete field O First Line O First Word OO Indexed Word Macro List of Fields List of Fields AD Addess indes town please Souldern Court 4 Lyall Street Retrieve cy Complete field gt First Line gt First Word gt Indexed Word Chapter 37 Macros 356 The whole of the selected field is available for copying to the Clipboard but you can alternatively choose First Line to transfer the first line of the field this is the whole of the fi
369. review lists the names of all kept selections regardless of whether they are relevant to the current search command amp count confines the preview list to the kept selections to which the current search command will actually apply and it shows the number of records that will be affected Clearing kept selections Temporary kept selections are automatically cleared when you close the last window on the database but you must take specific action to clear any unwanted permanent kept selections In each case you delete only the name of the kept selection the relevant records remain unaffected To clear a kept selection Clear a kept selection select Clear kept in the Keep menu and then the name of the relevant LEGAL LONDON selection in this dialog box LEGAL_SE PROPERTY_LONDON Hame PROPERTY_NE PROPERTY_SE Kept Type Temporary Permanent Chapter 11 Other search modes 96 11 3 Tagging In addition to using selection commands relating to indexed words or numbers you can fine tune your selection by tagging records SAMPLE FIL 4 l NameMiss T wiki Addr 29 Acacia Drive Tel 0245 09786 Cranleigh Date of birth 2479 42 Sex F SAMPLE FIL 3 County Surrd A T Bridges Esq Surveyor Norfolk Dr A J Perkins Academic Oxfordshire Last contacHE Lavy Esq Barrister London 5 13 Next contagi D onald Taylor Esq Barrister Midd MRS woods Esq Motor dealer Kent Motes 4G Black Esq
370. rily be confined to the name you are looking for it would for instance apply also to Scottish Investment Trust with London Securities as well as all other records in which the words London Investment and Trust occur in any combination You can be more be specific in your searches for multiple word names by using special characters to condense such a name into one word for indexing Chapter 21 Indexing 173 Using the hyphen A hyphenated entry like funded by London Investment Trust in conjunction with South East Securities will have index entries LONDON INVESTMENT TRUST and LONDONINVESTMENTTRUST and the last composite index entry enables you to retrieve this record with a single selection command Select LONDONINVESTMENTTRUST Using the underline funded by London_Investment_Trust in conjunction with South East Securities The names are now indexed only in their composite form with the underline itself being indexed too So to be precise in your search command you have to include the underline but you need only one command to retrieve this particular string of names Select LONDON_INVESTMENT_TRUST Wildcards in However you do not always have to enter such a long name in full in your search search commands You can often use wildcard characters such as which Commands are stands for any number of characters including none with some significant described in fragments of the text For example Section 10
371. rmat file and the database file will contain only the text which you have entered that is the bottom right picture minus the left one excluding any empty lines or trailing spaces Because captions borders and empty spaces in fields are not stored with every record in the database they do not take up disk space and you can be generous with them to enhance the appearance and legibility of your records Chapter 3 Cardbox under Windows Cardbox for Windows is designed to run as a normal application under Windows and its operation involves three basic kinds of windows The Cardbox window Database windows Format design window which is the main Cardbox workspace and which can share the desktop with other application windows in which you enter edit and display the contents of your databases in which you design the format of your records All windows used in Cardbox are of conventional Windows design and you can control their size and positioning by standard Windows techniques This manual outlines the main techniques for full details please refer to your Windows manual 3 1 The Cardbox window The Toolbar is described in Chapter 5 some parts of the Cardbox window look different under Windows 95 and above Menu bar Toolbar Status bar Control menu box Products Steel Wire Steel Mill Products opics assets sought seeks to acquire sells subsidiary Name Mrs Imogen Quest Addr
372. rms in the retrieved documents The terms are ordered by these weights and used to construct a new boolean query The application of the technique to a small database in an experimental environment illustrates methodology Test retrievals using constructed queries produced results that compare favourably with results using feedback in a SMART type system ABSTEXT FIL E Title Adaptive Design for Decision_Support Systems Author P G w Johnston Journal Data_Base 2 9 80 E Title An Aid for the Handicapped Author J Jacob Journal Personal_Computer_World 1 1 81 E Title Analytic Evaluation of Physical Database Designs Two Case Studies Author M T Pezarro Journal Computer_Performance 2 6 81 E Title Application of a Decision_Support System Architecture to a Special Purf Author E Clark Journal Data_Base 2 9 80 E Title The Architecture of the PLAIN Data Base Handler Author M L Kennett 4 1 Macdonald Journal Software Practice amp Experience E Title The Use of Automatic Relevence Feedback in Boolean R Author M Dillon J Desper Journal Journal of Documentation E Title Better Simulation Models for Decision_Support Author G A McDonald Journal Data_Base E Title Buzby Swoops to Conquer Business Systems amp Equipment itle Canadians Plant their Flag in Europe s Viewdata Market New _ Scientist ABSTEXT FIL itle The Use of Automatic Relevence Fee
373. round opens a larger palette of colours suitable for backgrounds It also lets you define your own colours by clicking the More gt gt gt button which will take you to a standard Windows Custom Colour Selector dialog box The colour currently in use is indicated by a dot To select another colour Using the mouse Click the colour you want the response will be immediate From the keyboard Use ARROW keys to move the dark outline to the required colour then press ENTER Grid spacing The grid which Cardbox displays in the format design windows is intended to give you a guide to the space that you should provide in fields for a given amount of text This guide is accurate for fixed pitch fonts but for proportional fonts it is based on the average width of characters and may sometimes be unreliable Jill Tillingto Book Illustrator Grid spacing S ill Tillington Book Illustrator Grid spacing Fashion Commentati e ill Tillington Book Illustrator Grid spacing Fashion Commentator TTT cs E E S If you have a higher than average proportion of wide characters then you may find that the space you allocated is inadequate If just one or two fields are involved you can redesign the format to make them a little wider this is the best thing to do if the fields concerned are very short Otherwise instead of redesigning the format you can increase the grid spacing as shown above Note Grid spacing has a
374. rrently selected for each of the four styles and each style is illustrated by the letter T displayed using the specified background colour and style but not size or font The middle bank of buttons and check boxes enable you to change the styles in the way described below Of the main control buttons OK closes the Appearance dialog box and transfers any changes you have made to the displayed record Preview also transfers the changes to the database window but for only as long as you keep the Appearance dialog box open If you close the dialog box by pressing Cancel the database window will revert to its original appearance Global and individual changes You will often want to make identical changes to all styles especially if you are using merge blocks where you may not want to distinguish between normal indexed and fixed text To make such global changes easier Cardbox allows you to link certain attributes of styles to the Normal style Font amp size Same as normal text For these attributes You will see either Same as normal text Text colour Background C Bold but you have to set C Italic these individually to confirm or let you C Underlined for each style setup a link to Normal style The three attributes which you can link to the Normal style are shown in the diagram above The attributes Bold Italic and Underlined are set individually for each style Chapter 7 Appearance of
375. rst indexed entry Records with no indexed entries in alphabetic in ascending order stored order If you issue the View Sequence command when a single field sequence is already in force then the Sequence dialog box will open with the name of the relevant field displayed Reference number Lok Date first entered Name of organisation Address CO County PC Post code Entered by Hame of client If you want to leave the field unchanged and have not added or edited any records since this sequence was compiled then choose Cancel or press ESC If you want to keep the same sequence but place new or amended records in the correct order choose OK or press ENTER To sort records on another field enter its name in the Field box choose it in the drop down list or click on the hook button and point to the field if it is displayed in the database window The drop down list will contain only those fields in which indexing is allowed and the field on which you sort need not necessarily be in the current format Custom sequence Chapter 8 Sorting records 66 To examine the current custom sequence or define a new one select Custom sequence in the Sequence dialog box and choose Define Define custom sequence Sequence Reference numbeley Date first entered Entered by Name of client Mame of organiza Address County Post code cd ipimie Salesmar County Type of business Turnover Cancel Ebe
376. s described further in Section 18 5 To replace the selected text just start typing the new text To delete the selected text press DEL To copy the selected text to the Clipboard m type CTRL C or Undo All Ctrl Shitt 7 m select Copy in the Edit menu or Copy Ctrl C Copy record Ctrl Shift C m drag the text to the Clipboard icon in the status Ctrl4xX bar holding down the CONTROL key select All Ctrl NumPad 5 To move the selected text to the Clipboard oe deleting it from the record at the same time m type CTRL X or m select Cut in the Edit menu or drag the text to the Clipboard icon in the status bar You can by pass the Clipboard when moving and copying text within the record you are editing see Section 18 5 below 18 4 Pasting text into a record Formatting and indexing of the pasted text is described in Section 18 6 To paste the text stored in the Clipboard into the record you are editing locate the insertion point where you want the text to be pasted into the record then m type CTRL V or select Paste in the Edit menu or m drag the text from the Clipboard icon in the status bar in the way described below Chapter 18 Text blocks and Clipboard operations 148 18 5 Moving and copying text by drag and drop In this technique you select the text and drag the cursor to show where the text or a copy of it is to be dropped which can be either m a field in the window that you are editi
377. s across the page 2 Label width 3 5 i ec O O Gap across auto 0 These settings give the columns in the required positions but as shown by the shading there is no clearance left between the end of text in the first column and the start of text in the second One way of ensuring the required clearance is to specify a right text margin in the format of 14 say leaving the definition of the label type unchanged This has the effect of reducing the printable width in each column to 31 4 Left offset 1 Label width 3 5 pee a a Gap across auto 0 Another way of achieving the same effect is to reduce the label width to 344 and introduce a gap of 14 without any text margins a lt gt _ 3 gt Labels across the page 2 Left offset 1 Label width 3 25 Gap across 0 25 Chapter 32 Designing labels 288 Gaps or text margins In deciding which method to choose for positioning text on labels whether text margins or gaps bear in mind the following points Text margins are stored in the definition of the current format and you have to define them individually for each format Gaps are a property of the label type Once you have defined gaps to give the required clearance between the text and the edges of labels these gaps will apply to every format referred to the given label type Having defined the gaps in the label type definition as in the examples above you can still us
378. s directory but you can have multiple sessions each with its own collection of databases windows and attributes For full details open the Cardbox help file and search for Sessions If you close a session delete or rename a database that it used and then open the session again Cardbox will display an error message You can ignore this and then open the database again under its new name In extreme cases or if a session file seems to be corrupt or out of date you can close Cardbox use Explorer or File Manager to delete the session file and then run Cardbox again Chapter 4 Basic Windows techniques You can run Cardbox in the same way as any Windows application using either the mouse or the keyboard There are a few cases where Cardbox offers extended features and we list these here You will find a useful summary of the various keyboard shortcuts by using the command Help Keyboard guide 4 1 Using the mouse When we tell you to click the mouse we always mean the left mouse button unless we say otherwise If you have a 3 button mouse with an appropriate mouse driver then whenever we tell you to left click while holding the CTRL key depressed you can click on the middle mouse button instead Mouse cursor shapes Cardbox uses a few extra mouse cursor shapes apart from the standard Windows ones When you are designing a format and inserting a oo field the cursor looks like this Drag the mouse to mark the
379. s necessary to show you the place in the format where you have put the mouse This safe scrolling means that you are unlikely to scroll too far by mistake and gives you an exact relationship between the distance you move the mouse and where you end up as a result For example if you want to drag something three inches to the right of the window drag the mouse three inches to the right Zooming While you are designing the format you may want to make it larger to make items easier to align accurately or you may want to make it smaller so that you can see the whole of it at once You can do these things by switching to larger or smaller fonts but you will have to change the font back to its original size before you save the format It is usually easier to zoom the format instead Here for instance is the format we showed you above with the zoom set to 2 Chapter 29 Advanced format design 252 SAMPLE FMT The View menu gives you four pre set zoom ratios in the format editing mode between reduction to half size and magnification to twice the actual size Zooming is purely temporary so there is no need to return to the actual size before saving the format untitled a H a While zoomed in you can perform all the normal format editing operations You can extend the format boundary by moving the slides insert items outside the format boundary or make room for new items to the left and above the existing f
380. s of 342 of them Now exclude i hose we classified as SPECIALIST as they would not be suitable for a party of tourists this leaves 256 records Now select ART and we are down to 172 and ARCHITECTURE inally leaves me with 75 records Palepri T_T e r g rapia S pareak ep hp ed eT ol ees Hee get BLE mE hed ee ee ee E h py ee Tei E Pram pers Fan pphpri AAT Bai bH a r TE ed g cep cae eed eT Chapter 26 Extra text 221 Notes on split window display m You can arrange for a format to appear initially in this mode by selecting the appropriate check box in the Format Properties dialog box shown earlier in this chapter m You can adjust the division between the main record and the extra text by dragging the sizing bar that separates them m You can scroll the two portions of the window independently Extra text in editing When extra text is displayed in the database window you can edit it in the same way as any other field with split window display this includes dragging and dropping between extra text and fields in the main record as described in Section 18 5 Extra text in printing You can print extra text with or without the main record or leave it Printer is HP LaserJet 4 4M on LPT1 out You specify your choice by Start where setting the Print what option in Current record 1 of 24611 the Print command dialog box aS Print what Main record Extra text Both a parle af Sui
381. s the name of the current field so if you want to validate using the index of a different field you should edit the field name in the pasted reference The validator can refer to the same database that you are editing or to another database in the latter case you should make sure that the database is open whenever you try to validate a record 36 4 Specific options In describing specific options for the available validators we omit in the illustrations the top portion of the Field Validation dialog box because this is identical for all validators Default entry This validator will enter the specified default text into the field when you save the record Its action depends on the setting of the Override check box as follows Override not set The default text will be entered only if the field is empty Override set The default text will not be entered in empty fields but will override the existing entry in the field if you have changed it in any way in the current editing operation You can specify the text that Cardbox should enter into the field or you can press the button marked Today s date to specify a datestamp or timestamp For specific details of timestamping enter the command Help Technical Articles and look at the article on Timestamping your records Chapter 36 Validation 334 Index terms Unindex terms Unindex terms Range gt List L Index unmatched Index terms L Exact match
382. s which you assign to fields when you first insert them in the native format Each field must have a distinct name at least two characters long and you use this name to identify the field in various operations such as searching sorting or transfer of data Field names do not appear in normal display of records but Cardbox will list them for you in any operation that requires the input of a field name Field are optional and you should use them whenever a descriptions field s name does not clearly identify its contents Captions You can either make the caption a part of the field or enter it as fixed text in the format background To make a distinction between these two positions we show the format background grey in the picture below Mame bir GH Robinson Mr GH Robinson Pasition Financial Director Financial Director Company Paramount Enterprises Paramount Enterprises Address 13 Bury Street ot James s London 51A 7HO London 51A 7HD Country elephone 071 925 6655 071925 6655 eletax 071 925 6756 O71 925 6756 Salutation George George Captions within fields Captions in format background A caption within a field is easier to handle when you are designing a format because as you reposition the field the caption will move with it But internal captions always positioned at the start of the first line of the field lead to a rather chaotic display of data This is particularly pronounced in multi line fields such as the a
383. se will display records in the Name native format of the database To change the format choose View Change Format and select the format you want in this dialog box Note that apart from being identified by a name each format can also have an additional description which is displayed at the bottom of the list for the currently selected format Chapter 6 Running an existing database 56 Multi record display If the format is small enough compared to the window then Cardbox will display several records at once Estate agent Lancashire 4 1 52 10 000 Journalist Cornwall 11 1 43 15 0 Salesman London S W 10 19 1 52 35 0 Secretary Kent 2 3 64 7 500 F K Jordinson Esq Manager London S W 10 10 38 20 000 a Howard Esg Solicitor Lancashire 7 3 43 25 000 Click to move to this record SAMPLE FIL Name Profession County ex Born Mrs Imogen Quest Actress Surre F 6 4 44 10 000 Dr J B ance Doctor ane Rie M 2 11 43 36 000 E Frank Martin Esq Merchant banker Norfolk M 9 10 57 30 000 Sy previous page Mrs J Hedley Actuary Cornwall F 779 4 10 000 E Mrs R Smythe Manageress Surrey F 16 4 40 10 000 Dr Ambrose Barlow Physicist Leicestershire M 5 8 32 15 000 Click for the Mrs Helen Barlow Nurse Leicestershire F 9 1 39 10 000 k Mr Michael Ullathorne Chartered surveyor Kent M 2 1 52 15 000 B next page Vyvyan Ramsay Esq Accountant Staffordshire M 9 7 47 21 500 B Mrs R B de Caverel Solicitor Lancashire F 30 4 4
384. search criterion Search SEARCH MODE commands selected in the Keep menu Index automatically apply to kept selections only Data Alternatively you can select the command in Kept selections the Search menu and then select Kept Record numbers selections in the search mode menu in the dialog box Either way you will reach the Kept Selections dialog box shown below Kept selections Use O Temporary O Permanent Both If you want to confine the search command to selections of a particular type then select the appropriate option button in the Use box You can apply the search to one or more kept selections and you can specify their names in one of two ways 1 Type the name of the required kept selection in the Search for text box won In doing so you can use the range delimiter and the standard wildcard characters to specify for example D G for kept selections whose names start with D to G both inclusive R for names starting with R S G for names starting with S and ending with G 2 Click one of the Preview buttons and select one or more names in the preview list in exactly the same way as for a normal index search See Section 10 8 for details Chapter 11 Other search modes 95 E STAGE 25 E STAGE 20 BwEST_COUNTRY BwWwEST COUNTRY 19 In such previews Cardbox identifies permanent kept selections by a solid square before the name and the temporary selections by a shaded square Note that P
385. sfer of data 307 To edit a customised type To change the fields links defined in a customised type select it in the List Conversion Types box of the Read from Window dialog box and choose Edit m This will take you to the Cardbox Field Transfer dialog box where you can change the links between fields and then choose Save Having thus saved the modified links you can next choose Cancel if you do not want to perform the transfer right away To delete a customised type Ifthe source window named in the customised type is open select the type as for editing above but choose Remove instead of Save in the Cardbox Field Transfer dialog box If the database named in the customised link is no longer available then proceed as follows make some other window active and use Window About this Window to change its name to the name of the missing database make the target database active again Cardbox File Transfer select File Transfer Read from Window select the customised type T Cannot link all customised you want to delete then choose Edit references You may get this message which you should simply acknowledge by choosing OK This will take you to the Cardbox Field Transfer dialog box where you should choose Remove followed by Cancel Finally restore the name of the window you renamed for this operation 33 6 Direct program access to Cardbox databases You can use a program written in a language suc
386. shows the various options which you have in formulating an index search The left hand portion outlines a step by step formulation and we describe the various steps in detail further in this chapter The right hand portion shows the shortcuts which you can take if you want to search a field displayed in the database window We describe these shortcuts below Note The field to which you address a normal step by step search need not be displayed in the database window nor even be present in the currently used format Chapter 10 Index searches 76 Shortcuts For the commonest search commands there are some short cuts using the mouse They involve the following steps m point to the field which you want to search use the right mouse button as described below Single click will initiate the Select command for the field that you click on All you will have to type is the search parameter If the field is defined as being unindexed you will automatically get a Data search see Section 11 1 Hold down will pop up a menu that lets you choose from the Select Select Also Exclude Exclude Also and Include commands as well as Data searches Only the commands that are valid in the current context will actually be displayed If the field is defined as being unindexed you will automatically get a Data search see Section 11 1 Double click will initiate the Select command for the field that you click on and display a preview of the in
387. significant effect on the shape of graphics in formats and the size of images displayed in your records We give examples in Section 28 3 Chapter 7 Appearance of records 63 Line width The Line width box gives you a choice of line widths for boxes or single lines in the format See Section 28 1 for more information about lines and boxes Chapter 8 Sorting records Cardbox stores records in the order in which they were originally added to the database but you can arrange them in a different sequence for display and output You can sort records only on indexed terms The use of condensing characters affects the ranking of alphabetic terms in the way described in Section 21 3 View Format Ctrl F Fie HA FA O cies eesrory Ur sth S O Custom sequence Sequence Ctrl U Appearance Ctr A To sort records choose View Sequence or press CTRL U The Sequence dialog box shown on the right above will give you the following options Field sorts records on one field only and it uses only the first indexed item in the field as the sort key You can have different sequences applicable at different levels of selection see diagram later in this chapter but each referred to one field at a time Those sequences are not permanent and will be forgotten when you leave the database Reverse order applies to single field sorting and means descending alphabetic or numeric order See further notes be
388. sition change the cursor to a chain link which you use to link other windows to the active one You can link in this way only the windows belonging to the same database You can also use such synchronised windows to scan abbreviated records in one and see each record fully displayed in the other Mrs Imogen Quest Dr J B Harney Frank Martin Esq Mrs J Hedley Mrs A Smythe Dr Ambrose Barlow Mrs Helen Barlow Mr Michael Ullathome Vyvyan Ramsay Esq Mrs R B de Caverel Miss Patricia Blore Anthony J Smythe Esq G Ford Esq Laurence Geraghty Esq Martin Porlock Esq Miss P BySkilton E sSAMPLE FIL Acess E EI SAMPLE FIL 2 DAA edi b Name Mrs Helen Barlow Dear Mrs Barlow ids uap Addr Flat C Tel beats 29 Waltham Street Date of bith 971739 Sex F Physicist Coalville Maried M No of childrer 1 Income 10 000 Chartered s County Leicestershire Profession Nurse Accountant Solicitor Last contact 1 10 82 Banker contact 5 84 Joumalist Name Miss P B Skilton Dear Miss Skilton Salesman FS Addr Albany Cottage Tel 0723 550812 Secretary Henwood Green Road Date of bith 273764 Sex F Manager Sevenoaks Maried S No of children Solicitor Income 7 500 Surveyor County Kent Profession Secretarp Academic Barrister Last contact 13 3 83 Barrister Next contact Chapter 3 Cardbox under Windows 41 Fetch and Give
389. specification for example to keep them and discard the rest if you are looking for indexed terms in a particular field but you can also search all fields at once which tells Cardbox whether to look for alphabetic strings or numbers Both kinds of indexed terms can exist in the same field which defines the term or terms you are looking for As shown later in this chapter apart from searching for a specific word or number you can use alphabetic or numeric ranges ambiguous search parameters and fuzzy matching Chapter 10 Index searches 75 10 2 An overview of index searches Command specification Open Search Select Shortcuts menu and Select also select Exclude i adi command Exclude also Include Field specification Command Select is applied in each case Enter field name Click right button on Double click right button the field to search on the field to search Field specified Field s index Click in the dialog box preview opened to select NA Name in drop CO Company AD Address down list PC Postcode TO Town Click and point to field in the record gt Field to search all fields leave this blank lel gt Search for o CiSC Use 7 Word index O Number date index press button to override Cancel Search parameter specification Enter in text box ORE Open a preview The required selection Select search parameters in preview This diagram
390. ss l brat ik E sodio s ssop SPECIALISTY TART sod ue ser Heu sarrau d Isalled PARTICS u aP ITART sad ur arr dous la 172 sad ARCHITECTURE Finally Print what O Hain record Extra text Both Variable text width Same width as the format As wide as possible Hamr Hiss H Y Donald aan Adde 2 Slaefard Read Loughborough Coesly Leloa viarshira br Herel Slaarhridgr Road Cannovk Cassly Biafbrd shire sople af orsosda l LIST ae Hamr J R Va HIN Eag Adde 4 54 High Slrerl Tonbridge Cosely Kant GUIDE snd ins ssaplr i SPECIALIST Print what O Main record Variable text width iss Dawsldees Ibe sembre dou sides Three srr oio soob qoidro bol arr ar He Prawish Squrs 1 054955057 ir wk birib IRAMF Seal MA Heafobildrrs 2 44 000 PrefresieeOpoountent r the rewards wf S42 af them Hou raslede Ibasr ur ilak r for a parl Drar HeWalbies Tel 242058 ipM Seem a Ne sf skildres 2 lsss r 7 000 Prafrasissdintariorda aigner rale labe realis Ibr werk Ha sf skilders Isss r 10 000 Prefresiee Ou agnar rale labe slrrralis Ibr werk G Extra text Both format Chapter 26 Extra text 222 Howe Hiss H Y Donald aan Addr Slaefard Read Loughborough Coesly Loloa viarahire Ibere Ivilingeal quiden Three srr ain saab guides bol arr beg all sesilable ie Ibr work of 27th Jalg Howe A
391. ssccceesaaassseeeeeeeeaas 9 Progress and interruption Of data searches cccccccccccccccsseeeseeccceeeeneees 92 Vl 2 IREEPING SELECTIONS cise ctesdh oil dete elecat E esate ees 92 Th Keep command INCI sais tescl ieee abcd eget Bessa tial ieri Sh 93 DIOTING kept SCLC CHONG us sheusccshie dato EA 93 Searching kept SCLECHONS xcs oviahice sets taceassiua ss baste ticdenteeateuaiatoneesoascnneaes 94 Clearine Kept SCLC CHONS areae aa E A EA A A E 95 Teli TAGGING zaai a Oa 96 Handling tagged records co vceossscees unica voce sib oes decsobaien btstcomsubasapaieassenpoutiaess 98 A MOUSE SNOV UL mta aa Rahs ET E a EARR 98 11 4 SELECTION BY RECORD NUMBERS sccccccceceeeeeeeeeeeesesssssaaeeneeeees 98 CHAPTER 12 HISTORY OF SELECTIONS cccccccccsssseeeeoeees 100 Controlling the History display ss edidtvnsusvee ioe hence eee 101 Copying and printine Tto eena EEEE E EAE NO 101 CHAPTER 13 BROWSING vasicicticcctitniereiictiia errs 102 TNC DV OWS DOT ie A cea wae en ae 102 PALS IMPICE BROW SING orana a 103 192 STEP BROW SING oori N ease iassieseaevummacen nesses 104 TG DV OWSC TOLES sce cesses eae 104 Brows eSPe CANONS esei EE T tala ateal nt sedan 105 Browsing through matching records cccccccccssveecccccceceeeeeesssseceseeeeenes 106 Cancelling Step DIOW SING orrir sninn ea anr NE AES 106 13 3 BROWSING IN LINKED WINDOWS cccccccceseccesccceecceseccensseescseeness 107 CHAPTER 14 ROUTINE PRINTING eeeeeeeecccccc
392. st often Chapter 34 Using image databases 315 By default Cardbox chooses the highest print quality available on your printer but some types of images such as documents or signatures will come out quite well at a lower print quality and may be printed a lot faster So experiment to see which is the lowest acceptable quality for your images and printer Copying to the Clipboard m While you are displaying the record text the quickest way to copy an image to the Clipboard is to use the command Edit Copy record This copies both the text of the record and the current image If the package you are pasting into expects text it will get the text of the record together with some codes for image field If your package expects an image it will get the image Some packages such as Word can accept both in this case use their Edit Paste Special command to choose what you want to paste m While you are editing a record you can also drag the image field onto the clipboard icon at the bottom of the Cardbox window or you can position the insertion point in the image field and press CTRL C or choose Edit Copy m While you are viewing a full screen image display you can use the Copy button in the image control window Images are copied to the Clipboard in their full size Cardbox copies images in two formats Bitmap and Device Independent Bitmap Some software packages understand only one format others such as Word understand both formats
393. t Copy Copy the result to the Clipboard Clear Clear the expression Alternatively if you know the syntax of the expression you want you can type it directly without having to pick anything from a list Calculator Expression Enter the whole expression Date 30 DATEINV Copy Copy the result to the Clipboard Clear Clear the expression Chapter 37 Macros 352 E Example overdue invoices Which invoices over 30 days old are still unpaid Invoice date is in field DATEINV date of payment in field DATEPD Exclude Field DATEPD Search this field to exclude the paid Text invoices OK Calculator Date Date x y Calculate the date 30 days before Expression 30 today Copy Clear Select Field DATEINV Choose Search Select field DATEINV Text Paste In Search for box type press CTRL V to paste the result of the OK l calculation Format of results The results of calculations are normally expressed as integers or with two decimal places You can override this format by your own specification in the Format box The format specification looks like a number but with hashes instead of numeric digits It specifies that the result of the calculation will be formatted with a given number of digits after the decimal point and with at least a given number of digits before it If the number is too large to fit in the space you specify then more digits are used For example form
394. t but you can specify another format of your choice This box displays the results of the calculations or various messages copies the result to the Clipboard closes the calculator clears the expression Except for some very specialised uses you should clear the expression before or after each calculation This is especially important when recording a macro for repetitive processing of a batch of records looping To open the calculator when not recording a macro choose Macros Calculator You can then m experiment with the calculator entering numbers or dates either from the calculator s keypad or from the keyboard m set up a calculation that depends on fields in a record and watch its results change as you move from record to record copy the results of your calculations to the Clipboard and then paste them into the record you are editing WARNING Do not use the Macro Calculator with Batch edit Batch edit works at the keystroke level and sees the results of calculations rather than the calculations themselves just as if you had used a pocket calculator If you used Batch edit with a calculation it would put the result of the first Chapter 37 Macros 347 calculation into every subsequent record which is almost certainly not what you want If you want to update a batch records with the results of identical calculations performed on each record s own data then use the Loop function described in Section 37
395. t margins margin margin Top margin L Top Miss Yeronica Last 27 Courtfield Gardens London SW5 5PA r3 7 Bottom Bottom margin Text Left Right margins Text margins are the margins that are to be left clear between the edge of the paper and the printed text For label types the margins are measured from the edge of each label not of the sheet The pictures above illustrate the difference Laser margins All current laser printers and some other printers cannot print right up to the edge of the paper For consistency Cardbox always measures margins from the edge of the paper but if your printer settings end up asking for text to be printed outside the area that your printer can actually print Cardbox will make the margins wider where necessary In doing so it will shift records away from the edge of the paper and word wrap variable width text such as extra text between the narrower margins In print previews Cardbox uses cross hatching to indicate the area not available for printing Chapter 30 Principles of printing 265 lt lt Text Margins gt gt Paper size is 6 2 in s 11 69in Top margin Thiz printer cannot print as close to the edge of the paper as your margin settings require The margins will be adjusted when printing Bottom margin jo Left margin jo Right margin The minimum margin required is typically about 14 or 7mm If you leave any of the margins below th
396. t character of each line identifies its contents Name Description asterisk A function or Menu Shortcut key E command EditRecord Calculator Field NE period Options or sub commands within a function Or Text Moveto PD Paste A Calculator Date Date x y command The indentation is et optional ae Text Moveto ON Paste apostrophe A comment Delete deletes the selected macro script The deletion will not be permanent until you close the Macro Manager by pressing OK Until then you can press Undelete to restore the deleted script or Cancel to undo all changes Chapter 37 Macros 345 37 4 Calculations Macro Calculator a Close Humeric Abst E Date Fields The Macro Calculator enables you to perform arithmetical operations on numbers and dates You can use it at any time whether or not you are recording a macro When not recording you may find a pocket calculator more convenient when recording you should always use the Macro Calculator Here s why Suppose that you want a macro to increase the contents of the Income field IN say by 10 In the first record the field contains 20000 Pocket calculator Look at the Macro Calculator Open the screen the income 1s 20000 Multiply Calculator Enter the expression it by 1 1 giving 22000 Go to the 1 1 IN Cardbox sees that IN 20000 field erase it type 22000 The field does the calculation and puts 22000 now says 220
397. t dialog box Available macros m Choose OK if the macro you selected is the right one and View wait for it to complete its processing _ 7 Description total of unpaid subscriptions m Choose View if you want to have a look at that macro first It will be displayed as shown below View Macro Script Name current total Description total of unpaid subscriptions Macro FStartLoop Calculator Field NE Enpression Field Scrapo Copy Scrap 0 Paste Calculator Clear EndLoop Hessage Status Text total m Go on recording the current macro and finally save it in the normal way 37 10 Messages and Pauses You can insert in your macros various type of messages to be displayed on playback as well as pauses during which the playback is suspended to enable you to perform some operations in Cardbox that you have not recorded in the macro Tools Scrap Cale Message Ee G SSCS Message Type TY Input O Status o Progress a Pauze To insert a message or a pause in the macro m choose Message in the Macro Toolpad Input Chapter 37 Macros 371 In the Macro Message dialog box m select the message type m enter the text of the message m choose OK or press ENTER Cardbox may ask you for further input depending on the type of the message that you have specifed and we describe the various types under separate headings The Input message enables you to build some fl
398. t have a name which must be at least 2 and 64 characters This name is used to identify the field in searches and sorting The name is specified in the native format and it applies in all formats m Each field can have a short description as well as a name The description is optional you define it in the native format and is intended to help you identify the field in drop down lists NONAME1 Name of contact POSITION_IN_ COMPANY CO Name of organisation AD C1 As you insert a new field into the native format Cardbox tentatively assigns to it a name consisting of the word NONAME plus a number and you can if you like let the field keep that name and give it a description to tell you what the field contains Chapter 25 Fields informats 208 The field name does not appear when you are browsing through records but it is displayed in the status bar when you edit a record Eating Index INS CO Nemeoforgenision E It is generally a good idea to give a field a short name and then a longer more informative description This saves typing if you ever want to type a field name for a search though Cardbox never makes you do this and lets you see more information in the drop down lists of fields that Cardbox presents You can if you want give the field a longer name and not bother with a description Captions see Appearance in Chapter 7 A short caption can be inserted at the beginning of the
399. t indexing 214 Configure Cardbox 42 144 325 FOCI DUO ssie 382 Manage user profiles 380 Purge deleted fields 217 REDAT suisse ea 380 User profile neina 381 FIM file type 308 316 385 Fixed text in formats See Format background FMT file Y pe arieccessewsiorsens 32 176 Font CHOOSING SIZE sisendada 61 EDE fxs asians en 61 SCEE wee aie educa een tencteedues 61 Troe l ypeccsrnie 61 Footings See Headings and footings Form letters See Merge blocks Format chans iNe esenee 55 transfer between windows 113 Format background fixed text anene cadea 239 anchor points 239 deleting errei 240 ANE 1 AE E 239 entere osnan nn 238 OVET VIC W atte ce 182 erapnhics See Graphics in formats lines and boxes ANTS CPI E cao 236 OVERVIEW acu ceiaieeracant 183 width control 005 236 SUINMALy Avni nes 236 Format boundary See Format size Format description 5 194 Format design oserei 181 automatic numbering of records PE ETA E A 258 background See Format background complex formats 162 creating and editing 187 creating ruled forms 259 deleting iteMS eee 204 ERTE eirean 219 handling multiple items 248 inserting items eee 202 marking out items 202 moving items 204 237 OV EIVICOW ioii 181 pri
400. t record in the source database but you can optionally start it from the first record in the current selection To read data from another database EAL New database window select File Transfer Read from window which will LUU UUH Transfer Read open the dialog box shown below Utilities Write Eit Writeimage Read trom Yrindow Database Window DUMMY FIL SERNOS4 FIL L First Record List Conversion Types Read data from a Cardbox database window p Read data from a Cardbox database window update SERNOS4 FIL Turn on the First Record check box if you want to transfer all records from the source window regardless of which record is the current one If you have previously defined a customised type linking the fields you want to transfer then open the List Conversion Types box and select it Chapter 33 Transfer of data 305 m Choose OK only if you are using a customised type and the source database specified in that type is currently open OR you are sure that you want to transfer data between all fields with identical names in both databases and no other fields Otherwise m Choose Edit to define the required links between fields in the two databases in the way explained below Linking fields for transfer From SERNOS4 fields To NEWSHMAIL fields SA Salutation Ey SI Seri issues Ey ox BU Business i HO Hotes p ok AP Application AD Additions IR
401. t up first in case your computer crashes half way through the encryption process To encrypt a database use the command File Utilities Encryption For full details look at Help after entering the command or press F1 while the command is selected in the menu Decrypting a database or changing encryption keys Back up your database first Use the command File Utilities Encryption Opening an encrypted database Open the database in the normal way Cardbox will ask you for an encryption key Re opening an encrypted database When you restart Cardbox it re opens all the databases that were open before It will normally ask you for any necessary encryption keys but you can make it remember the keys that were used in the previous session this is your choice made when you enter an encryption key for the first time Chapter 39 Networking The networking version of Cardbox allows several people to use the same database at the same time Installing Cardbox If you do not already have a Cardbox icon on your system please contact your system supervisor Information on what needs to be done to set up an additional user to run Cardbox is in the Cardbox help file CBOX HLP open the help file press the Search button and search for Networking Displaying records You will sometimes notice that parts of a record display are replaced by a pattern of clock faces This indicates that another user has been editing records and
402. tN Edit Ctrl ShifttE Delete To delete an alternative format that you no longer want Format m choose that format in View Change Format You can double check that you have chosen the right format by looking at the format name in the status line Choose Edit Format Delete Cardbox will not let you delete the native format To restore the last format deleted in the current session Choose Edit Format Undo deletion Chapter 24 The Format Design window Cardbox will open the Format Design whenever you need to design a format see Section 23 3 You can move and resize the Format Design window in the same way as any other window You can also zoom out to see an overall view of a large format or zoom in to see a close up view of a format that has fine details Format boundary _ SAMPLE FMT ADDRESS Os eee eee Address street and town County and postcode Cursor position Salutation Cursor position Telephone Fax Date of birth SBM Field drop down list Yellow Chapter 24 The Format Design window 196 The red boundary slides delimit the size of the format You can optionally split each of the vertical boundary slides into three to provide space for a page heading and footing in the space between the red and yellow slides m a record continuation heading and footing in the space between the yellow and blue slides The way in which you can split the slides is d
403. t_Programmer 25 000 0902 510894 h Edward Ryland 61 Preston Road Hove East Sussex BNG 7AF 29 000 0273 181947 h POSITION SALARY YACANCY FIL Date 1878793 Consultant Hugh Moody Org 0 H H Services Ltd Adr Suite 5 Manley House B4 Foreman Street London EC4 340 ContactJames Nutshall Tel No071 643 887r 1 Fax 643 6879 BusinessD irect_M ail Position Analyst programmer Salancto 25 000 Job Analyst_programmer sought with at least 3 years expenence in programming in C preferably in the direct mail field or some related area Must have a substantial knowledge of databases and networks 4 knowledge of Windows iz highly desirable The company employs 32 people but is hoping to expand in the near future The post will be one of middle management in charge of a team of 4 programmers eer Eoepulng 2678793 Chapter 16 Relational searches 130 In the database of vacancies job specifications are described in the lowest field of the record in free format with indexed keywords The keywords to be taken into account may occur in any order and they may have to be related to various fields in the applicants records which may make it difficult to take them into account in a formal relational link In a case like this it may be useful to bring in a third window for manual refining of selections The control window need contain only a single field database as shown in the diagram above
404. tabase If it is corrupted you will lose some of them 38 3 Preventing unauthorised access You can control access to your database by setting up user profiles Each user profile is controlled by a password and defines access as follows What fields can be viewed What fields can be edited What classes of commands can be used m What formats can be used formats are divided into two classes general and restricted You can also have a default user profile without a password to give some access to users without passwords A technical article gives full details of how user profiles work to read it use the command Help Technical Articles and look under the heading Security Setting up user profiles When it is created a Cardbox database does not contain user profiles and anyone who opens the database is allowed full access to it To set up user profiles use the command File Utilities Manage user profiles When you set up user profiles for a database Cardbox will ask you for your access code which is a unique code associated with your copy of Cardbox We only give access codes to registered users of Cardbox you can request an access code when you return your registration card or ask us for one afterwards Chapter 38 Security 381 Editing user profiles To add edit or delete user profiles and their passwords use the same command File Utilities Manage user profiles Before you can edit user profiles
405. taffordshire Mrs R B de Caverel Solicitor Lancashire Miss Patricia Blore Banker London WW 8 Anthony J Smythe Esq Accountant Lancashire G Ford Eq Estate agent Lancashire Laurence Geraghty Esq Journalist Comvall Martin Porlock Esq Salesman London 5 4 10 Miss PLB Skilton Secretary Kent F E Jordinzon Esq Manager London Sow Michael Howard E q Solicitor Lancashire R T Bridges Esq SUE Norfolk Dr Ad Perkins Academic Oxfordshire 3710 57 Dini Ti 16 4 40 oo ae 9717 39 271 52 se Ti 30 4 46 2a DDr ff 12 60 4 1 52 11 1445 19 17 52 2ra Eg 10 10 38 DUENE E 1974745 bad 20 000 zga ng ggg nng ang Nn Nn a Chapter 28 The format background 245 A heading or footing can consist of the following format items in any combination m merge blocks of fixed height only E text lines and boxes m graphics You cannot put a field into a heading or footing If you want to see the contents of a field in a heading or footing you must create a merge block and put a field reference into it No item can overlap the boundaries of a heading or footing But if an item in a heading or footing extends beyond the format boundary then Cardbox will offer to enlarge the space reserved for it If you have put a print job identification into a merge block in a heading or footing remember to fill in the ID entry in the Print command s dialog box every time you print If you do not Ca
406. talics or underlining can be assigned to different elements of text Background On the screen records often look better with a tinted background but in print a white background 1s best Page layout Even when only one record appears in the database window several records per page may be selected for printing possibly arranged in multiple columns or labels You only have to define printer settings once you can of course change them later if you want to and once they have been defined printing becomes a routine task Chapter 14 described how to print records once printer settings have been defined This part of the manual explains the possible printer settings and how to define them We begin with an explanation of the basic terminology 30 1 Paper sizes Media Orientation Paper Size A4 210 x 297 mm EI l Letter 8 x 11 in Portrait O Landscape Paper Source Legal 8 x 14 in Executive 7 3 x 10 in Copies Ad 210 x 297 mm Com 10 Env 4 178 x 9 in DL Eny 110 x 220 mm C5 Env 162 x 229 mm B5 Env 176 250 mm E00 dri vonarch Ene 3 7 8 x 7 in Printer Resolutio Bar Codes amp More Printer Memory HP Forms Etc HP Global Text Page Protection F Memory MB L TrueType Screen Fonts Installed Cardbox handles all paper sizes that are available on your printer The illustration shows the paper sizes listed in the standard Windows printer Chapter 30 Principles of printing 262 setup for ou
407. tation Telephone F ax Date of birth Single arriedswyidd 4 To set the number of lines per field select the field in the Selected Fields box m enter the number of lines in the box beside the Lines per field button m click on the button The set number of lines will be displayed beside the field s name in the Selected Fields box and it will not be affected by any further linking of fields unless you actually change it Here is how Cardbox would output the four address fields shown below with various settings of Lines per Field 27 Stanford Road Loughborough The Hurst Stonebridge Road fd Wilton Crescent Nutshell Cottage Pondmill Lane Leigh nr Tonbridge Cannock 4 AD 74 Wilton Crescent 27 Stanford Road Loughborough The Hurst Stonebridge Road Cannock Nutshell Cottage Pondmill Lane Leigh nr Tonbridge AD 74 Wilton Crescent 27 Stanford Road Loughborough The Hurst Stonebridge Road Cannock Nutshell Cottage Pondmill Lane Leigh nr Tonbridge 2 AD 74 Wilton Crescent 27 Stanford Road Loughborough The Hurst Stonebridge Road Nutshell Cottage Pondmill Lane With a non zero number specified for lines per field that number of items is output for each field As shown for 4 lines for the address field above if a Chapter 33 Transfer of data 301 multi line field has fewer lines than you ha
408. tebeasewecsassiacixcaneks 268 SLEPENI AND A E a a bencd masenetes 269 Table of contents 13 Namina Te VTL CT sss cs sass ae cts alas Ue hee el as Sadat dei aurea Jays 269 Printer confi ourat Oleri ieira e E a a O Vasbennsouetes 269 Paper sizeand label ypes nesr a 271 Adding a label type to the Paper Size list ccccccscccccccceeccceeeeeeeneaaeeeees 27d BAEZ LEX TMARGINS aiie E AO O Ze DLO INE COR DS eenen E Die 31 4 PRINTER SPECIFIC APPEARANCE ccccccessssssceceeeeeeeeessseeeeeeeeeeeeees 275 31 5 ERRORS AND TROUBLESHOOTING scceceesssseeeeeeessneceeseessaeeeees 276 CHAPTER 32 DESIGNING LABELS sssssssssssssssssseseooees 280 S72 OUTLINE OF LABEL DESIGN creencia e EAN 280 I2 ADESION AID Sapna mei en te re ee ee i oe ON ete eve 281 32 3 CREATING AND EDITING A LABEL TYPE cceeeeeeeeeeeseessseneeeeeeeees 282 Sharing a label type across the network 283 32 4 DESIGNING A LABEL TYPE erii ceccpetieiad ene iasesoece ences 283 Fhe name OF a label I De ih cseasisticcsei tien eian hea dade O Aetna 254 TMC meas MENIS fesse ence teu ca E aelan alates E ENES 254 Defining the layout enri tucvicsscanictleads ces AS NEAT EE ATAS 254 Example l Laser printer labels ccccccccccccccccccseeseeesccceeecaeeeseseeeeeeeaenes 285 Example 2 Photocopier label s ccccccccccccccccseeeesseceeceeenaesessseeeeeeaaenes 256 Example 3 Multi column Printing ccccccccccseeeeeccccccceeeeeesseeceeeeeaaaeees 287 G
409. tect your databases and give different levels of authorisation to different classes of users m You can encrypt your databases so that anyone without the correct encryption key cannot read your data even with a low level file viewing utility 38 1 Preventing data loss what to back up BACK UP YOUR DATA OFTEN You should take frequent backup copies of your files so that if anything goes wrong you can restore your data from the backup Things going wrong can include hardware failure dirt or a head crash on your hard disk or your computer crashing software failure Windows or Cardbox or another application crashing and operator error erasing your database file by mistake We cannot tell you how to back up your files because that depends on your system you may be backing up onto tape or onto floppy disks or onto a network you may be using Explorer File Manager Windows Backup the DOS BACKUP command or some other utility but we can tell you what files to back up The Cardbox environment is maintained in three files all of which are quite small CBOX INI contains miscellaneous information such as the Configure Cardbox settings details of mailing label formats and details of field and merge block handlers If you lose it you will need to reinstall Cardbox SESSION CBX contains details of the state of Cardbox last time you closed it If you lose it Cardbox will start with no files open and you will have Chap
410. ter 38 Security 379 to open your databases yourself If you have set up different sessions for different purposes then these will be stored in separate CBX files MACROS MCD contains the macros that you have recorded If you lose it you will have to record those macros again In addition if you have defined a custom dictionary for spell checking this will be in SPELL CBX By default most of these files are stored in your Windows directory You can check where they are on your system by entering the command Help About into Cardbox and then pressing the More button The list that you will then see will include the above named files and their current locations Each database is maintained in up to three files If the database is called MYBASE these files are as follows MYBASE FMT is the format file It contains all the format and field definitions for your data and your database is useless without it It is not very large MYBASE FIL is the data file It contains all your records so it can grow quite large MYBASE FIM is the image and object file and only exists if you have an image field or an object field It contains all the images and OLE objects attached to your records and can therefore become very large indeed quite quickly Some of these files will change less often than others for instance the FIM file will only change if you add images to the database You could in theory back up only the files that have cha
411. th the Internal format as default together with a list of all files of the corresponding type DMP in the current directory You can then open the List Conversion Types box to select another standard format or to choose a customised type for comma delimited input For every standard format that you select Cardbox lists the corresponding files which already exist in the current directory Cardbox is ready to load the file in response to OK once you have specified m the input file of type DMP Internal format or EXT External format or m acustomised type for a comma delimited file TXT Chapter 33 Transfer of data 292 The reason why the filename alone is not enough to enable Cardbox to load a comma delimited file is that it must be told into which fields the various items are to be loaded Files in Internal or External format contain field designations but comma delimited files do not and you must either first link the items in the file to fields in the target database or have the links defined in a customised type As it loads a file Cardbox reports its progress by displaying the number of records it has read On completion it tells you how many records it has loaded Reading internal format files As explained in Section 33 1 files in Internal format contain a field designation for each item as well as full indexing and display information This makes Cardbox s task very easy Fields are matched by their identifying codes
412. that a determined person with technical knowledge might use a low level file reading utility such as the Norton Utilities to read the bytes of data in the database file and look for readable text This is actually quite difficult because Cardbox uses quite a sophisticated storage allocation scheme but it is certainly possible in theory and if you think that your data are sufficiently worth stealing for someone to spend we would guess several days deducing details of the format in which Cardbox stores them you should consider encrypting your database Encryption is not an operation to be undertaken lightly Once a file has been encrypted no one can retrieve any of the data in it without knowing the Chapter 38 Security 382 correct encryption key we certainly cannot it is possible that Government intelligence organisations might but we can t guarantee it Only the main data file the FIL file 1s encrypted the FMT file is not and neither is the FIM file for images and objects if it exists HOW TO LOSE ALL YOUR DATA IN TWO EASY STEPS 1 Encrypt your database 2 Forget the Key Encrypting a database Before you try encrypting a database for the first time you should read our technical article on the subject enter the command Help Technical Articles Among other things this details the level of security you are likely to achieve and guides your choice of encryption keys Whenever you encrypt a database back i
413. therwise I would be grateful if you would confirm your acceptance of this offer by signing the enclosed copy of this letter and returning it to me Yours sincerely FF Bante m Joy Reamlow Personnel Director This example shows how you can combine the various elements of a format to produce a letter complete with a heading of your own design Chapter 23 Format design 185 Image fields Picture l IME UTE format E fi ALLELE EEE EEE EEE fl Name Ti ma ii PEELE ee i AA Number DE field for PEELE EEE EEE variable OC pictures H E il A Access Pass Mame Philip Drawbridge WiNumber WRDJTS 6970 Department Technical Support Valid till 11711793 Valid till 12710793 Image fields are described in Any pictures graphs documents etc stored with your records as images are Chapter 35 displayed in a special field called the image field Note the distinction between a picture pasted into the format as a graphic and a picture displayed in the image field The former remains the same for all records the latter varies from record to record Pushbuttons For quick access to special operations you can design pushbuttons to be part See Section of your fields A pushbutton can perform a variety of actions when pressed 28 5 for further it can run a macro see Chapter 37 it can run an external program or it can details send a message to an external program Chapter 23 Format design 186 Headings and footi
414. thin the merge block and the direction in which the entered text expands none of the merge block properties have any effect on the way in which you enter text or the various data references To enter text into an empty merge block m double click on it or m click to select it then press ENTER or choose Edit item in the Edit menu To edit the existing contents of a merge block 7 double click on the block the e suggest that you contact NA whose insertion point will appear in address is AD ico the cursor position Or m select the block and press ENTER or choose Edit item in the Edit menu e suggest that you contact whose address is AD CO In the latter case the whole text of the merge block will be automatically selected so you can easily overwrite it If you intend to make only minor changes then make sure that you de select the text by moving the insertion point before typing anything To move the insertion point click on its required position or use the keys listed in the following table Chapter 27 Merge blocks in formats 230 To move the insertion point Type To a new line CTRL ENTER Up one line UP ARROW Down one line DOWN ARROW One character to the left LEFT ARROW One character to the right RIGHT ARROW One word to the left CTRL LEFT ARROW One word to the right CTRL RIGHT ARROW To the beginning of the line HOME To the end of the line END To the beginning of text in the block CTRL HOME T
415. til the rectangle reaches the shape and size you want then release the button Note Inserting a text item is a little different you just click the mouse and then type the text For more information see Section 28 2 Chapter 24 The Format Design window 203 What you see next depends on the item you are inserting into the format Field When inserting a field into an alternative format you will next see the field as shown in this example When creating a new field in the native format Cardbox will first ask you for its name and some other details See Chapter 25 Fielal AD Address index town only size 4x12 Row 5 Column 16 aij Line or box On releasing the button you will see a a box as illustrated To draw a line drag the cursor T i along the same row or column You can build upa i f box from individual lines but you will have to L move or delete each line individually Hns box siza 4dx1 Rows 2 Column 23 Af Graphic or pushbutton A graphic stored as a bitmap on the Clipboard will appear in the rectangle you have drawn To avoid distortion make sure that the rectangle has fairly close proportions to the graphic Foreground picture size 4x12 Row 6 Column 50 d See Section 28 3 for an explanation of the term Foreground picture and of the way in which you can change it into a background picture for fields Selecting items To perform any editing operation on an item you have to
416. til you recalculate the sequence m new records added to the database join the end of the existing sequence and you have to recalculate it to place them in their correct position in the sequence If you sort a selection of records m the sequence remains in force at all higher levels of selection until you specify a different sequence m as you undo selections the sequence will cease to apply when you return to below the level at which it was calculated LEWEL unsorted select LEVEL 1 unsorted Select LEWEL calculate SEQ select LEWEL 3 SEQ applies Select LEWEL 4 calculate SEQ select LEWEL 5 SEQ applies Undo LEWEL 4 SEQ applies Ungo LEVEL 3 SEQ apples Undo LEWEL 2 SEQ apples Undo LEWEL 1 unsorted Undo LEWEL U unsorted Chapter 9 Search and Retrieval Fast retrieval of the data you want is the main purpose of putting them into a database and Cardbox allows you to retrieve data on a wide variety of criteria using search specifications consisting of two basic elements Search parameter which tells Cardbox what you are looking for Search command which tells Cardbox what to do with the records that match your search specifications The main search modes Chapter 10 Section 11 1 Section 11 3 Section 11 2 You can refer your search parameters to Indexed This is the fastest way of retrieving data from the terms database since Cardbox does not have to look at the
417. tion and division Priorities are assigned to these operators in the same way as in most programming languages so that in 13 2 4 the multiplication is done before the addition but you can use parentheses to alter the order of calculation if necessary One additional operator percentage sign performs the remainder function a b is the remainder after dividing a by b eg 87 7 3 The following special functions are also provided in the Numeric list Int x gives the integer of x eg Int 3 33 3 Abs x gives the absolute value of x eg Abs 6 6 Abs 1 4 1 4 Max x y gives X or y whichever is the greater Min x y gives X or y whichever is the lesser Sart x gives the square root of x Chapter 37 Macros 349 Calculations using dates There are two ways of getting a date into a calculation One is to refer to a field which contains a date and the other is to put the date into the calculation explicitly In the latter case you must put the date in apostrophes so that Cardbox recognises it as a date Thus 13 3 2003 means the 13th of March 2003 but 13 3 2003 would mean 13 divided by 3 divided by 2003 The normal arithmetic operators and work only on numbers not on dates For dates the following special functions are provided in the Date list Date n gives the date n days from now eg Date 0 is today Date 1 is yesterday and Date 7 is this time next week Date n d does the sa
418. tion PROPERTY ME in this dialog box Cardbox PROPERTY_SE will list the names of any existing kept selections of the specified type iad Sein Sino P YP Temporary Permanent To keep the current selection of records under a new name Enter the name in the text box and choose Save or press ENTER The name can be up to 64 characters long and it can contain spaces which Cardbox replaces by underlines You can assign the same name to selections of different type To replace an existing kept selection by the current selection of records Select the name of the relevant selection and choose Save or press ENTER To add the current selection of records to a Kept selection Select the name of the relevant selection and choose Append Note The Keep command stores only internal record addresses on the named lists not the actual record contents This means that m if you edit some records in a kept selection those records may no longer meet the criteria of the original selection you kept but they will stay in the selection if you delete all records in a kept selection you will be left with just the name of an empty selection Unless you intend to re use that name you should delete it in the way explained in Clearing kept selections later in this chapter Chapter 11 Other search modes 94 Searching kept selections You can apply the basic search commands to F3 or IN kept selections using the name of the selection as the
419. tire series of searches every time you make a change in the control record that you are editing or in a new record that you are creating without the need to save the record in either case This is the basis of a dynamic relational search Updating search results Window Cascade Shift F5 Tile Shift Fa Update F9 Auto update Shift F9 Fetch Give About this window New 1 CONTROL FIL 2 SEARCH FIL The commands which you can use to update the search results without saving the control record that you are editing are listed in the Window menu F9 will update the search results when you press that key Shift F9 will update them with every change in the search text This means an update with every character that you type or delete which may or may not be what you want depending on the circumstances 16 7 Editing in the search window You can edit records in the search window at any time but bear in mind the following points If changed records cease to meet the current search criteria they will not be removed until you refresh the selection If you change the search text in the control window while editing a record in a search window the selection in the window will remain unchanged until you quit editing AND refresh the selection either by F9 or by another change in the search text 16 8 Examples Chapter 16 Relational searches 127 Here are some examples to illustrate in
420. tmap See BMP file format Blank lines in printing at end of records 6 273 between records See Gap between records BMP file format CRAP MICS xi csiseeh cic oeedeecd ies 240 TASC EE E E E tate 315 Bold characters in merge blocks 235 P s 275 in screen display 0006 60 Boolean logic See Search logic Borders See Format background lines and boxes Boxes in formats See Format background Browse bar browsing records 06 102 for multiple images 310 in multi record display 103 in status bar 0 36 102 SE atte een ieee 36 Browse menu COMMAS di52h oteviatic hewn 105 promoting demoting 105 Browse position linking windows for same 114 Browsing multiple images 310 using the keyboard 36 Browsing records 0008 102 browse bar 00eeeee 54 102 go to record numbet 104 in linked window6 107 in multi record display 56 103 simple browsing 0 103 step to specific records 104 synchronised 0000008 114 using the keyboard 36 54 103 with relational links 124 Buttons additional NOOK cise es 49 pace TO aileron 49 TOODA ean 45 C Calculations CITOS eerder 353 376 format of results 0 0 352 USING dates cceeeeeeeeeeeeees 349 using field data
421. to convert dates from 2 digit to 4 digit years See Chapter 36 Special field handlers You can install special field handlers to display data in a special format or to implement different user interfaces 5 LAFF FIL Name Deparment Rober Barlow O Management O Administration Gex Works Mo O Finance See Section 29 4 le Male O Female 0000050309873 O Publicity status C Customer relations lo Trainee O Probation Permanent C Development O Quality control Languages O Documentation L Portuguese Ed French Bd German C Production L Dutch LI Spanish d Italian C Technical support C Despatch O Maintenance Where the field can only contain some terms from a limited range you can arrange input by means of option buttons or check boxes Chapter 1 Outline of operations 26 3 TAFF FIL Name sex Department status Lanquaqes Robert Barlow WH Publici Fermanent German Italian French Monica Crossley F Administration Trainee French Edward Grimes M Publicity Permanent German Dutch In a format not using the special field handlers your entries appear as plain text and you can make additional entries not catered for in the check boxes or option buttons Name Robert Barlow sexk works Number Depatment Publicity Gtatus P t DOn een Italian French Hi a MNN AIK You can also optionally display numbers as bar codes Search and retrieval See Chapter 10 for Index Searches and Chapter 11 for other methods
422. trieve text from them without opening the Macro Scrapbook box The only time that you need to open this box is when you are pasting text into the scrapbook fields m Outside macros you have to use the Macro Scrapbook box both to enter or paste text and to copy it to the Clipboard Chapter 37 Macros 358 m To copy a scrapbook field to the Clipboard move to it in the Macro Scrapbook box Its number will be displayed in the Copy button Click the button Here is an example to illustrate the use of a scrapbook field as a temporary register for a search parameter You are looking at a record in the CONTACTS database and you want to find other contacts handled by the same salesman in the same town as the current one The town s name is the only indexed item in field AD and the salesman s surname is the only indexed item in field REP Suppose that the current record is record number 10 in the unsorted database belonging to Arthur E Unwin who is in London and whose salesman is Henry Nixon These are the search commands that will Level 0 1000 records selected give you Nixon s contacts in London as Select AD LONDON they would appear in the History display Level 1 202 records selected Select REP NIXON Level 2 34 records selected However after the first search command Cardbox will display the first of the London records which belongs to a different salesman Bob Holden So to get the selection you want you must remember that it
423. ts Paper Size list This is because there are so many types of labels commercially available that listing them all would clutter up the list and make it unusable You have to add a label type to the list before you can use it You only have to add the label type once after that it will always appear whenever you open the Paper Size list To add a new label type look at the size of the label sheet as a whole and select the corresponding paper size from Cardbox s Printer and Paper list Then press the New label type button in the Printer Settings dialog box You will see the Add a Label Type dialog box Add a label type Define custom label type Use standard label type The dialog box lists all the pre defined label types that Cardbox knows about To use one of these types select the Use standard label type option and pick the label type from the list If your label type is not listed you will need to define it using the Define custom label type option For full details of this see Chapter 32 Chapter 31 Printer settings 272 31 2 Text Margins Printer Settings Printer and Paper lt lt Text Margins gt gt Paper size it 8 2 7in s 11 69in This printer cannot print as close to the edge of the paper as Your margin settings require The margins i Bottom margin o will be adjusted when printing o Top margin Left margin Right margin Use this page of the Printer Settings dialog box to set t
424. ture There is no need in this case to reproduce the structure of the manual system in Cardbox by allocating one field to each of the listed languages with entries in each field being either Y or N This will work but will unnecessarily clutter up the format and make retrieval rather clumsy Instead create a single field Languages and enter and index the applicable languages for each publication as shown in the lower part above Available in languages Ba French PJ German CJ italian LJ Portuguese EJ Spanish If you want to simplify data entry you can display this single field as an array of check boxes one for each language To enter a language you just turn its check box on by clicking on it In another format not using check boxes you could still display the languages as normal entries and you would be able to add any other language for which a check box has not been provided in this special entry format Chapter 20 Designing your database 160 On the whole there is a need to split a record into fields to ensure a reliable retrieval of data and this example shows why bir Robern London Mr Robern London sealclean Packaging Ltd sealclean Packaging Ltd 113 Qakwood Road 113 Oakwood Road Westerham Westerham kent TM12 6TH kent TN12 6TH Mr James Brown Mr James Brown London Leasing Co Lic London Leasing Co Ltd 345 VWiestern Avenue 345 Western Avenue Isleworth Isleworth Middlesex Tver 4ER Middlesex Twvea 4ER MrE G S
425. u can copy the entire contents of a record to the Clipboard without selecting any text 18 1 Copying records to the Clipboard For sequence of fields see Section 29 1 You can copy to the Clipboard the whole of the record which you are currently viewing or editing To copy the record Edit Copy record Ctrl Shift C press CTRL SHIFT C or select Copy record in the Edit menu m Text is copied only from the fields present in the current format Fields are output in their standard sequence followed by merge blocks m The whole of the text of each field is copied regardless of how much is actually displayed m Multi line text is output in separate lines even if the current format is displaying it in one line in a single line field If an image field is present the image is copied to the Clipboard as a bitmap Refer to Section 18 2 if the block you want to select is not displayed in full Chapter 18 Text blocks and Clipboard operations 143 SAMPLE1 FIL Ms Joanna Bean Position Secretary Organisation Thomas Bingle Ltd Address The Granary Hall Green Birmingham West Midlands Name Country Postcode B28 0DU Bobby Brown Esq FilMrs Caroline Breen Ms Joanna Bean Miss Lucy Boland Dr Flora Breen Telephone 021 13 63841 Salutation Ms Bean Business Battery Manufacturer Civa Birgo d Esi Robert Bassett Esq Patrick Boyce Esq Jonathan Belcher
426. uced or enlarged size it is applicable mainly to large formats and is described in Section 29 3 Printable area shows you how a record printed in the current format will fit on the printed page with the current printer settings See Section 31 5 Apart from the standard Windows commands and a list of the currently open windows this menu provides the Update command which enables you to monitor the effects of changes in the format in the way described in Section 23 3 Chapter 23 Format design 191 Dialog boxes in format design We describe the various dialog boxes that you may encounter in format design in the order in which they may appear Change Format To edit an existing format or to create a Change Format new format based on an existing one you must display records in the format which you want to edit or duplicate To change the format El m Open the View menu and choose Change Change Format Format m Select the required format in the View Format dialog box shown here USERMERGE Acknowledgment of registration save As This dialog box appears in response to the commands Save when you edit a new format and a Save as when you want to create a Existing names duplicate of the format you are editing It lists the existing format names and provides a text box in which you can enter the new format s name You can also save the new format under an existing name but in this case Cardbox will ask
427. uld need to be inserted deleted or changed in order to change one string into another Here are some examples of strings that have a difference of 2 Search Matching Changes allowing strings to match string string SMITH SMYTHE replace by Y add E JONES JOHNS add H remove E WATSON WATERSON add E add R HILLINGS SHILLING remove S from the end add at the beginning Fuzzy match C Find unique terms only To specify the number of differences that is to be tolerated click the More button in the Search command dialog box and enter the number in the Fuzzy match box Fuzzy matching is useful for finding words that may have been misspelt or names that may genuinely have some small differences in spelling For example with Fuzzy match of 1 the string HUTCHISON will also find HUTCHESON and HUTCHINSON Selection on alphabetic ranges A specification in the form SUB illustrated earlier effectively applies to all words beginning with the letters SUB and similarly S would cover the whole range of words with the initial letter S To specify a range of words spanning several initial letters enter the specification in the form E K for all indexed words beginning with E to K COB forall words from the beginning of the index to the last word starting with COB XE for all words from the first word starting with XE to the last word in the index for all indexed words This works the same as but is less co
428. urrent selection unless you interrupt the process by using Stop in the progress report shown in Step 4 Individual records will not be displayed as they are edited amp display will perform the same operation but displaying each record in turn Such constant re display makes batch editing slower Quit will stop batch editing at the current record Chapter 19 Batch operations 154 3 This dialog box Batch Edit s appears in response to Next in Step 2 or Stop in the progress report Record of 51 edited shown below 7 7 Together with this dialog box Cardbox displays the next record already edited but not yet saved If you find that this dialog box is hiding something important you can drag it elsewhere Save will save the record as it is displayed and take you back to Step Z Edit will enable you to edit the record further Any editing you perform will be added to what was already recorded You will have to save the edited record using CTRL S or File Save and this will return you to the dialog box in Step 2 Skip will leave the current record in its original state thus effectively leaving it out of batch edit and will display the next record with the same dialog box Quit will stop batch editing and cancel the Edit command 4 This progress report is Batch Edit d displayed while Cardbox is performing _ k Record 16 of 51 edited a batch edit in response to the options Batch or Batch amp
429. ut Cancel O Full size C Full size Preview of printed output will show you how your records will come out on the printed page Automating your work See Chapter 37 You can create macros to automate the operations that you Toos perform frequently A special macro toolpad enables you Scrap Cale incorporate messages datestamping calculations and loops Dates Fields for repetitive processing of a batch of records It also gives chi Loop access to 10 scrapbook fields effectively 10 additional Il Message clipboards To create a macro you simply ask Cardbox to record the keyboard and mouse inputs that you use in the operation To repeat the operation you just play back the macro Chapter 2 Your Cardbox database This chapter explains the structure of a Cardbox database in terms of its main elements and provides a guide to other sections of the manual where you will find more detailed descriptions or instructions In this part of the manual we deal with databases containing only text Chapter 34 describes using image databases and Chapter 35 describes building them Records CONTACTS FIL ABSTRACT FIL Name Andrew Fraser Esq Date 5 7 93 Title Management Information Systems Down from the Ivory Tower Author C Dillon Journal Infosystems Ref 030795 Yol 28 No 5 Director By GR Tantallon Forwarding Ltd 33 Tantallon Road Birmingham Date 5 81 P 126 Nos 2 Last 26 7 93 Next 2
430. ve format Field deleted in an alternative format Effect on stored data Deletion of a field in an alternative format does not have any effect on the stored data Effect on searches Since you can perform index searches on all fields regardless of which fields are in the format deletion of a field has no effect on index searches Reinstatement of the field To reinstate a deleted field insert it again in the normal way If you have not saved the format since deleting the field the field will be reinstated with its original caption If you have saved the format since deleting the field the original caption will not be restored Chapter 25 Fields in formats 216 Field deleted in the native format When you delete a field in the native format m it is deleted also in all alternative formats m all references to the field are erased in merge blocks Effect on stored data Deletion of a field does not have an immediate effect on the data stored in it Whenever you edit a record and save it data will be lost from the deleted field in that record Effect on searches You cannot perform any searches on deleted fields Effect on new fields Until you explicitly purge deleted fields in the way described in the next section you cannot assign their names to a new field Reinstatement of deleted fields Until purged deleted fields are listed in the Insert a Field dialog box native format only and they are displayed without a c
431. ve specified Cardbox outputs extra blank items to keep the number of items constant With no number of lines per field specified all lines of the field are concatenated as shown for AD above This is the default condition Try to avoid setting Lines per Field to a value which is too small for all multi line entries in your records because lines above the specified number will not be output at all This is shown in the 2 AD example above 33 4 Writing formatted records to a file You can write formatted records to a file in the same way as to a printer which gives you complete control over the format of the data transferred There are some limitations output is confined to text only and graphics pictures object or lines and boxes are omitted Records are output in the current format unless you use a customised type in which a different format has been specified see further details below As with the other conversion types Output starts with the current record unless you specifically ask for it to start with the first record of the selection m Output continues to the end of the selection unless you cancel the operation before the end is reached File New database Transfer To write records in the current format select File Transfer Write which will open the Write to File dialog box shown below Write Read from window Write To File File Hame Directories abst
432. vely open the Field drop down list which will show all Aa dais aa only i 7 7 Tess HEEL gnd OwA COUN Iria sepa fields in the native format with County and postcode L check marks indicating the fields Salutation i Telephone Fax which are also present in the Date of birth current alternative format Sex Select the field you want to insert and mark out its position and size in the way described in Section 24 1 The field will be inserted in the format with its name description and indexing mode as defined in the native format but it will have no caption until you give it one If you want to enter a caption right away ppp then press ENTER the first line of the field Notes will change colour and display the insertion Jt point Having entered the caption press th H ENTER again or just click anywhere in the Harri format TEPEETT TEEPE EEEE EEE EEEE Chapter 25 Fields in formats 212 Setting field properties The Field properties dialog box was shown earlier in this chapter for the Name DE native format and this is what it looks like for an alternative format You can open this dialog box in the way described in the next section The dimmed options are those which you can set only in the native format but you can set the following Caption which can be different from that in the native format or omitted altogether Read only restriction can be imposed only in an alternative format Appearan
433. want to move the entire format to a new position in the Format design window Edit item applies to the currently selected item and lets you edit the text associated with the item including captions in fields ltem properties also applies to the currently selected item and opens the appropriate Properties dialog box for the item We describe these dialog boxes individually for each type of format items Format properties lets you enter the format s description as well as the various properties which we discuss in this chapter Printer settings are described in Chapter 30 As described in Section 23 1 this menu lets you choose the item to insert in the format When designing an alternative format you will find Field dimmed once you have inserted in the format all fields defined in the native format When you edit a merge block the Insert menu gives you a Selection of the parameters that you can insert in the block A detailed description of merge blocks is in Chapter 27 Font amp colour a H Appearance Ctrl A sequence of fields Actual size x13 xe rintable area Beet Cascade Shitt FS Pile Shit Fal Update F4 1 CEN TAT Fil v2 CONTACT FMT Chapter 23 Format design 190 Appearance This command lets you change fonts colours etc in the way described in Chapter 7 Sequence of fields is explained in Section 29 1 Zoom enables you to view the format in red
434. wing deleted fields will be purged IN Gross annual income PR Profession Uccupation This operation may destroy data If you are not absolutely sure of what it does press the Help button for the Fl key for a full explanation The command will purge all deleted fields in the entire database regardless of the level of selections at which you enter it as long as you let it proceed to its normal conclusion There are two stages involved in the purging of deleted fields with the progress of each stage reported in the boxes shown below 1 Erasure of data in the database file 2 Removal of the relevant terms from the index Chapter 25 Fields in formats 218 Purging deleted fields rrtrt lt i OCSC SC Cancel Indexing DISTRICT kx XT J Interrupting the purging of fields The Cancel button in the first box above will interrupt the erasure of data and Cardbox will then automatically remove from the index any terms have already been erased from the database file without giving you any means to interrupt this stage Completion of this stage is essential to preserve integrity of indexing Chapter 26 Extra text Extra text is like a continuation sheet attached to a record but unlike a real sheet of paper it has no definite length or width You can make the extra text as long as you like and it is automatically word wrapped within the width of the window in which you
435. y choosing Preview either in the File menu or in the Print command dialog box Preview printed output OO i Next page This example shows a preview of a sheet of labels In this case you can run the cursor over the sheet to highlight the printable area of each label and see how the text fits into it The hatched borders represent laser margins which are not available for printing Chapter 14 Routine printing 112 Full size scales the display up to the size at which it will be printed Print takes you back to the Print command menu 14 4 If things go wrong Misaligned text in previews In theory the screen display in Print Preview should be identical to the printed output In practice it is usually very similar but not quite identical This is because Windows uses different fonts on the screen and on the printer and even when they are the same if you use TrueType fonts a sensible font size such as 12 points on the printer may correspond to an impossible size such as 9 63 points on the screen Missing characters when printing With some combinations of format font size printer and field size you may find that odd characters disappear from the printout although they were visible on the screen This happens when a character goes past the edge of a field on the screen Cardbox will display as much of the character as it can but on paper the Windows printer driver will omit the whole of the character because not
436. y selected then either press ALT ENTER or select Item properties in the Edit menu 27 3 Errors in merge blocks Cardbox checks data references in the merge block as soon as you quit editing it and here are two examples of the error reports that it may display LATANIA Ep I Date July 1976 Name e July NA 1976 Dat SERRE SRR ARRAS RARR RRR RARR REAR ARR nee Save Update Format Save Update Format There is something wrong with this merge There is something wrong with this merge block block The problem occurred near The problem occurred near NAME NA 1976 This field does not exist Missing f before F You will not be allowed to save the format or even to edit any other item until you have corrected all detectable errors in the merge block 27 4 The appearance of merged text see Appearance control in Chapter 7 Fixed text in merge blocks appears in the style chosen for captions and contents of fields appear in the same styles as in normal display of records Whe have received a letter from Mrs G Templeton who lives at Four Winds Broad Lane Thetford Norfolk We have received a letter from Mrs G Templeton who lives at Four Winds Broad Lane Thetford Norfolk So you can highlight indexed terms in merge blocks as well as in ordinary fields but it would more usual not to make such a distinction in a letter or document and to output text in a uniform style as in the lowe
437. you back to the previous level of selection undoing all commands which originally took you from that level to the current one cancels all selection commands taking you to Level 0 with all database records brought back into the selection is an auxiliary command that shows the steps which you have taken to reach the current level of selection enables you to look at the records which meet a specified selection criterion without actually extracting them from the current selection Chapter 9 Search and retrieval 73 The search parameters dialog boxes Whenever a search command requires the definition of search parameters Cardbox displays the dialog box applicable to the chosen mode Use the control menu to change the command v Select Select also Exclude Exclude also Use the page button Include or F3 to change the Move search mode Close Alt F4 k Field to search all fields leave this blank SEARCH MODE v Index Use i Tags Word index D Number date index press button to override p Kept selections Record numbers Fetch Match C Entire field as one unit _ Punctuation Case C Don t search extra text Kept selections Use Temporary Permanent Both Select Search by record numbers between 1 and 1001 You can at any stage change both the search mode and the current search command To change the search command open the control menu of the dialog box and choose t
438. you can select items in it in the usual way The items you select are the terms that Cardbox will use in the search If you do not select anything all terms will be used in the search You can scroll the preview list if necessary Terms that you have selected will remain selected even when scrolled off the screen but there is one hazard As in any list box if you click on a term without using the CONTROL key all other terms will be unselected but you won t notice this if the other selected terms are off the screen Keep an eye on the count of marked terms and if it shows that some terms have already been marked do not simply click the new term unless you really want to deselect the others but always hold down the CONTROL key as you click Chapter 10 Index searches 87 Important note The relationship between concurrently selected terms is equivalent to Boolean OR Thus for example if you were to select PRINCIPAL and PARTNER on the list above you would get the records of all people whose job designation contains PRINCIPAL OR PARTNER If you wanted to select only Principal Partners and have not used the underline to index these words as a phrase see Section 21 3 then you would have to use two separate selection commands Select PRINCIPAL for PRINCIPAL Select PARTNER for PRINCIPAL AND PARTNER occurring in the same job designation 10 9 Progress of search commands Apart from the characteristics of your computer the factor w
439. you for confirmation that the existing format can be overwritten Chapter 23 Format design 192 Save Update Format Cardbox checks the format before saving it or applying it to the database window and it would report the following conditions in the Save Update dialog box Overlap A field overlaps another field or item Please STOP correct the overlap by moving or deleting one of the items involved Fields must not overlap anything and you will have to clear the overlap before saving the format Further details are in Chapter 25 Items outside bou ndaries Format size was originally 3 rows x 36 columns Items now exist outside these boundaries The format will automatically be enlarged to 5 rows x 36 columns This is only a warning in case you left some items in a temporary position If this is not the case you can let Cardbox enlarge the format automatically Further details are in Chapter 24 Chapter 23 Format design 193 Progress update If you are doing a complex format design you may well want to see what a record would look like if displayed using the format you are designing You could always do this by saving the format having a look at the result and editing it again but there is a quicker alternative When you issue the command to edit a format Cardbox usually opens the Format design window on top of the corresponding database window If you have enough room to display both windows the
440. you have two choices m Use Cardbox only when you are connected to the network In this case any Cardbox icons and files that you may have on your laptop will not work when the laptop is away from the network Install a single user version of Cardbox on your laptop In this case you can use Cardbox even when you are away from the network You can also configure your single user copy of Cardbox so that it will behave as a networking copy when connected to the network For details open the Cardbox help file and search for Docking Stations Other sources of information The principal source of information on Cardbox networking is the Cardbox help file CBOX HLP If you are not running Cardbox you can still open this directly from Explorer or File Manager Press the Search button in Windows Help and search for Networking You will find general articles on networking installing Cardbox adding new users to Cardbox and troubleshooting The Cardbox web site at http www cardbox co uk also has some useful articles on networking which are constantly updated Go to Technical Support then Problems and Advice and you will see a list of articles Chapter 40 Object Linking and Embedding Object Linking and Embedding OLE is a Microsoft technology that allows objects such as word processing documents or spreadsheets to be embedded into other documents Cardbox for Windows implements OLE as a container enabling you to link or

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