Chapter 1     

     Overview     

     askSam Concepts in this Chapter:

•     User's Guide Terminology & Conventions

•     How askSam Stores Your Information

Terminology Used In This Guide

Although a mouse (or other pointing device) is not required, a mouse does simplify many tasks.

MOUSE COMMAND     ACTION REQUIRED     

CLICK     Press and release the left mouse button.

DOUBLE CLICK     Quickly press and release the left mouse button two times without moving the mouse.

RIGHT CLICK     Press and release the right mouse button.

DRAG     Press and hold down the left mouse button while moving the mouse and then release the button.

SELECT     Using the mouse to:

            Mark text by dragging the mouse over it.

            (sometimes called HIGHLIGHTING.)

            Choose Menu items by clicking on them.

Menu Selections

In this Guide, the following syntax is used to show menu selections:

MENU 1 -> MENU 2     Here you would select Menu 1 and from the drop down menu

you would select Menu 2.

EXAMPLE: FILE -> PRINT means to choose the FILE Menu and then

choose the PRINT command.

Keyboard Commands:

If you prefer to keep your hands on the keyboard and still issue commands, askSam offers many keystroke shortcuts.  Most of these keyboard commands are shown in the Pull-Down Menus.

In this Guide, keystrokes and key combinations are shown using the following syntax:

SAMPLE     EXPLANATION     

ENTER     Single Keystrokes are shown in Caps.

CTRL+2nd Key     Key combinations are connected by a + sign.

How Your Information is Stored

Before you begin working with askSam, it is important that you understand how askSam stores information.  Like other applications, askSam stores your information in FILES. Each file is actually a DATABASE - you can search through it and create reports or otherwise use the information contained in it.  Each File may contain multiple DOCUMENTS (these Documents correspond to Records in a traditional database). Each of these Documents can be any length  a single page letter or a 300 page report. askSam can access an unlimited number of files. The maximum file (database) size is 16 Terabyte.

In askSam, a File is a database     In a word processor, each File contains

of multiple Documents.     a single Document.

Organizing Your Information

askSam does not require that you adhere to any strict organizational method. However, to make maximum use of the program's features, you should consider placing similar types of information together as documents in a single file. This allows you to quickly and easily search all related documents.  

In general, askSam is used to manage either freeform information (such as correspondence or notes) or structured data (such as addresses).

Freeform Text

If you are managing Freeform Information, you should group related documents together in a single file.  Some possible approaches here include:

One file that contains faxes, another for memos, another for addresses, another for marketing materials, etc..  This would enable you to search through and generate reports based on the document styles you use daily.

You might also consider setting up a separate file for each case or new project, grouping all documents pertaining to similar cases or projects in the same file.

Structured Data

If the nature of your information calls for using askSam in a more database oriented manner, your documents will correspond to the records of a standard database. In this case, it is advisable (although not required) to keep information with similar structures together.

Though you will be able to perform many of the reporting functions of a traditional database, askSam does offer some important advantages including:

·     Searching on a Document-by-Document basis without regard for which field actually contains the information.

·     The ability to alter the structure of specific documents on the fly as you enter information.

·     Field lengths can vary from one Document to the next.

·     Fields need only appear in the Documents that require them.

·     Use multiple forms in a single database file.

·     The ability to use both fields and freeform text on an as needed basis from Document to Document.

·     The ability to use textual elements (words, lines, sentences or paragraphs) in the freeform portions of your Documents to add structure during searches.

askSam's open approach to database structuring makes it possible for you to manage information in a database style without the complexity and rigid uniformity of traditional databases.