Chapter 3
Working with Files
askSam Concepts in this Chapter:
• Starting askSam
• The File Menu
• Using File Templates
• Creating A New File
• Exiting askSam
Starting askSam
After you install askSam, you can start the program by clicking on the askSam Icon on your desktop, or by choosing START -> PROGRAMS -> ASKSAM 4.
See the Getting Started Manual for instructions on installing askSam.
· Choose the README icon to start askSam and load the README file. The README file is an askSam database containing links to example files, templates, on-line documentation, and more. The README file also contains important reminders as well as information that didn't make it into the manual. Please take a quick look at the README file.
· Choose the askSam 4 icon to start askSam.
You may want to have askSam load a specific database when the program starts. To do this:
1. Right click on the askSam icon on your desktop.
A pop-up menu will appear.
2. Choose PROPERTIES.
The askSam 4 Properties Dialog Box will appear.
3. In the “Target” field, leave a blank space after the path to the askSam.exe and enter the drive, path, and name of the askSam file you want to automatically be opened when you start askSam
4. Choose the OK button.
The next time you start askSam, the file you entered will be loaded when the application starts.
The Start Menu
When you start askSam, the Start menu appears.
From this menu, you can choose:
· Blank Database to create a new database.
· Template Database to create a new database based on an existing template.
· Open an existing file - to open an existing askSam file. You can select from a list of previously opened files, or you can choose OK to display the OPEN FILE dialog box.
This menu only appears when askSam is first started.
The File Menu
The File Menu contains commands to manipulate your askSam files. These include:
Creating A New File
To create a new askSam file:
1. Choose FILE -> NEW (or press CTRL+N).
The NEW Dialog Box will appear. In this dialog box, you can choose to create an empty file or select a template file as the basis for your askSam database. In addition, you can choose whether you want to create an Entry Form for the new file, import into the file, or simply create an empty file.
2. Choose the CREATE Button.
The SAVE NEW FILE Dialog Box will appear.
3. Enter a name for your file and choose the OK Button.
Creating a new file is described in detail later in this chapter.
Opening An Existing File
To open an existing askSam file:
1. Choose FILE -> OPEN (or press CTRL+O).
The OPEN Dialog Box will appear.
2. Choose the desired file name from the list of askSam files in the current directory.
3. Choose the OPEN button.
askSam will open the file you selected.
NOTES:
1. You can open files on other drives and in other directories by using the appropriate options in the Open Dialog Box.
2. If you wish to open a file in Read Only mode, check the “Open as read-only” option. You cannot edit files opened in Read Only mode.
3. In the askSam Network version you can open files either “Exclusive” or “Shared”. In “Shared” mode, multiple users are permitted to access, edit, and search a file at the same.
Saving A File
To save any changes you make to an askSam file:
1. Choose FILE -> SAVE (or press CTRL+S).
Your changes will be saved.
The SAVE AS Command allows you to give a file another name before it is saved to disk.
1. Choose FILE -> SAVE AS.
The SAVE AS Dialog Box will appear.
2. Type in the new name for your file
3. Choose OK.
A duplicate copy of your file will be saved under the new name. The file will remain on screen, but you will now be working with the one that has been saved under the new name.
NOTES:
1. See EXPORT for information on saving a file in another format or saving a selected group of Documents to another file.
File Properties
The PROPERTIES Dialog sets different options for the current askSam file.
1. Choose FILE -> PROPERTIES
The PROPERTIES Dialog Box will appear.
2. Set the options for your askSam file.
3. Choose the OK Button.
NOTES:
1. The PROPERTIES Dialog is described in detail in the chapter on Customization and Tools.
Packing A File
It is important to regularly PACK your files. When a file is packed, askSam permanently removes deleted Documents and reclaims fragmented space (which makes the file smaller). In addition, searches are faster after a file is packed. askSam files become fragmented when you edit or delete Documents.
When a file is packed, askSam renames the original file with a .BAK extension and creates a new, optimized copy of the file. If there is already a file with the .BAK extension, the old .BAK file receives a .SAV extension.
To pack a file:
1. Choose FILE -> PACK (or click on the Pack Button).
The PACK Dialog Box will appear. A Meter Bar on your screen will display the progress. After the Pack is complete, askSam will return you to the first Document of the newly packed file.
NOTES:
1. askSam will automatically ask to pack fragmented files. When you open a file, askSam checks the condition of the file. If the file is fragmented, askSam asks if you wish to pack.
2. If you wish to conserve disk space, you can prevent askSam from creating .SAV files. Turn off the “Save backup file before packing” option in FILE -> PROPERTIES Dialog Box.
Indexing a File (only available in the askSam Professional version)
Full-Text Indexing greatly speeds up searching in askSam files, especially in large files. With full-text indexing, you can search through a several hundred megabyte askSam file in a matter of seconds. Full-Text indexing is only available in the Professional version of askSam.
To index a file:
1. Choose FILE -> INDEX.
The INDEX Dialog Box will appear.
This Dialog Box lets you set several indexing options (these options are described in the chapter on Customization and Tools).
2. Choose the INDEX FILE Button.
A Meter Bar on your screen will display the progress.
NOTES:
1. The time required to index a file is a one-time investment. Once an index is created, askSam will maintain the index as you edit, delete, and add information to your file.
2. The size of the index relative to your file size will depend upon the information in your file. Generally, the index size is between 10% and 30% of the file size. In small files this percentage will be higher.
3. When you index an askSam database, two index files are created - an *.IDX file and a *.DTA file. These files contain the index information. If you delete or move these files, you will need to re-index your file.
1. Open the file whose index you wish to delete.
2. Choose FILE -> INDEX.
The INDEX Dialog Box will appear.
3. Choose the DELETE INDEX Button.
A message will appear asking if you wish to delete the index.
4. Choose YES.
The Index will be deleted.
NOTES:
1. To determine if a file is indexed, look at the File menu. If the Button next to the Index command is depressed, the file is indexed.
2. When you delete the index, the two index files ( *.IDX and *.DTA) are deleted from your disk.
Backing Up Your Files
Your data is valuable. Please be sure to make regular backups. You can backup your files from DOS, the Windows Explorer, or any backup program. Power failures, hardware/software problems, computer viruses, and other factors can damage your files. If this should happen, having a recent backup can save you considerable trouble.
Closing A File
To close the active askSam file:
1. Choose FILE -> CLOSE (or press CTRL+F4).
The file will be removed from the screen. If you have made any changes since you last saved, askSam will ask you to save your work before closing the file.
askSam supports a "Multiple Document Interface" (MDI). The MDI lets you have multiple files open at the same time. You can display one file at a time or divide your screen in various ways.
The commands in the WINDOW Menu allow you to work with the Windows you have open. You can select the numbered file names at the bottom of the menu to move to any window.
Creating New Files
If you decide to create a new askSam file, you have two options:
· You can create an empty file and setup your own fields or import your information.
· Or you can create a file patterned after an existing File Template.
NOTE: askSam comes with standard templates for a variety of tasks contact management, writing faxes, newspaper clippings, a calendar file. New templates will continually be added and existing ones updated. The README file contains an up-to-date list of the templates and a brief description of each.
Using File Templates
File Templates in askSam enable you to create new files based on the structure and settings of a previously created file. Templates provide consistency between files of similar type. A File Template may include:
· Entry Forms for entering Documents in your file.
· Predefined Pick Lists for filling out your Entry Form.
· Predefined reports to extract data from the Documents in your file.
· Default settings for the file.
· Default styles and formats (such as Margins, Tabs, Fonts and Page Size).
· Documents containing data and information.
Creating a File From an Existing Template
To make getting started with askSam as easy as possible, we've included a wide variety of sample templates. Some templates are more suited for highly structured data (like the ADDRESS template) others are more text/information oriented (like the EMAIL or MEMO templates). You can modify these sample templates and create new ones to better suit your specific needs.
To Create a New File from an Existing Template:
1. Choose FILE -> NEW (or press CTRL+N).
The NEW Dialog Box will appear.
2. Choose the Template Tab and select a template.
3. Choose the CREATE Button.
The SAVE NEW FILE Dialog Box will appear.
4. Enter a name for the database.
5. Choose the SAVE Button.
askSam will create a new file containing the settings from the Template you selected.
Further details concerning the actual entry of your information into a Document can be found in the next chapter, Working With Documents. Tips on how to create your own Templates can be found in the chapter on Customization and Tools.
Creating an Empty File
If our pre-defined Templates are not exactly what you require, you can create an empty file and define your own database.
To Create an Empty File:
1. Choose FILE -> NEW (or press CTRL+N).
The NEW Dialog Box will appear.
The “Create Entry Form in new database” option will start the Entry Form wizard and allow you to define fields for your new database.
The “Import into new database” option displays the Import dialog, and lets you import information into the new database.
The “Go to empty database” option simply creates a new file.
2. Choose the CREATE Button.
The SAVE NEW FILE Dialog Box will appear.
3. Enter a name for the database.
4. Choose the SAVE Button.
Your screen will clear, and you will be in an empty Document. Depending on ACTION you selected, you can now:
· Design an Entry Form to define a structure for the documents you will enter in this file (see the next chapter, Working with Entry Forms for details).
· Import information into the file (see the Importing and Exporting Information chapter for details)
· Immediately begin typing information in the first Document
Exiting askSam
To Exit askSam:
1. Choose FILE -> EXIT (or press ALT+F4).
If any unsaved files are open, askSam will ask you if you want to save. Choose Yes to save or No if you want to disregard your changes.
You will exit askSam.
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