Chapter 5
(Continued)
Working With Documents
Deleting and Undeleting Documents
When the information contained in a Document is no longer needed, askSam provides a simple way to remove the entire Document from your file. Just manually deleting all the information within a Document WILL NOT delete the actual Document. A blank Document will still remain in the file.
1. Go to the Document you wish to Delete.
To go to a specific Document, either use askSam's Search Commands to retrieve the Document or move to the Document with askSam's View Commands.
NOTE: The Search commands are described in the chapter on Searching. Moving through Documents is described earlier in this chapter.
2. Choose DOCUMENT à DELETE.
A message will appear asking you to confirm your decision.
3. Choose the YES Button.
The Document is deleted and removed from the screen.
NOTES:
1. Deleted Documents will remain part of your file until you Choose FILE à PACK. This means:
It is possible to UNDELETE a Document prior to executing the PACK Command.
Deleted Documents occupy extra space and slow down your searches. Files should be PACKED on a regular basis.
When you search in askSam, the Documents retrieved by the search are displayed in the Search Results Window. As you scroll through the Documents listed in the Search Results Window, you can delete any Document by pressing the DEL Key.
1. Enter a Search. The Search Results Window is opened, and the Documents retrieved by the Search Request are listed.
2. Select the Document or Documents you wish to delete. You select a single Document by clicking on it. To select multiple Documents, press and hold the CTRL key and click on the Documents you wish to delete.
3. Press the DEL Key on the keyboard.
A message will appear asking you to confirm your decision.
4. Choose the YES Button.
The Document or Documents are marked as deleted. You'll notice a Delete icon is placed next to the deleted Documents.
You can Undelete any of the deleted Documents by selecting them and pressing the INS Key. If you reenter your Search Request, the deleted Documents will no longer be listed in the Search Results.
NOTES:
1. Deleted Documents will remain part of your file until you Choose FILE à PACK. This means:
It is possible to UNDELETE a Document prior to executing the PACK Command.
Deleted Documents occupy extra space and slow down your searches. Files should be PACKED on a regular basis.
At times it is necessary to delete multiple Documents, for example deleting all Documents with the word "OK" in the DONE field.
To Delete Multiple Documents:
1. Choose DOCUMENT à DELETE OTHER à DELETE SELECTION.
The Search Dialog Box will appear.
2. Enter your request.
Use any combination of askSam's search functions to enter a request to find the Documents you want deleted. (See the description of the Search Dialog Box for details.)
3. Choose OK.
A message will appear asking you if you really wish to delete the Documents.
4. Choose YES.
The Documents will be deleted.
NOTE: Deleted Documents remain part of your file until you choose FILE à PACK. It is possible to undelete them until the file is packed.
The Delete Duplicates command simplifies finding and deleting duplicate documents in a file. You define which field or fields should not have duplicate entries, and askSam either: lists duplicate Documents in the Search Results Window or automatically removes all duplicate Documents from the file.
To Delete Duplicate Documents:
1. Choose DOCUMENT à DELETE OTHER à DELETE DUPLICATES
The Delete Duplicate Documents Dialog Box will appear.
2. Choose the Select Fields button.
A Dialog Box will appear in which you define the field or fields that should not contain duplicate information in any two documents (for example: the Email field, or Name and Telephone fields, or the Title and Author fields).
3. Select the fields that should not contain duplicate information and choose the Add button after selecting each field. After you've selected all the required fields, choose OK.
You return to the Delete Duplicate Documents dialog box.
To list all duplicates, rather than automatically deleting them, make sure the “View Duplicates before deleting” option is checked. By default, this option will be checked.
To automatically delete all duplicate Documents, uncheck the “View Duplications before deleting” option.
4. Choose the Duplicates Button.
If the “View Duplications before deleting” option was checked, askSam searches the file for duplicates and those duplicates are listed in the Search Results Window. You can look at the duplicate Documents and delete those you wish to discard by choosing DOCUMENT à DELETE or pressing DEL in the Search Results Window.
If the “View Duplications before deleting” option was not checked, a message will appear asking if you really want to delete all the duplicate Documents. Choose YES. askSam searches the file for duplicates and automatically removes them.
NOTES:
1. If the option “Match case on duplicate fields” is checked, askSam will only consider Documents as duplicates if the upper and lower case characters in a field are identical. For example, the fields:
Product[ SurfSaver
And
Product[ Surfsaver
would not be considered duplicates if the “Match case on duplicate fields” option is checked. By default, this option is not checked.
2. Deleted Documents will remain part of your file until you Choose FILE à PACK. This means:
It is possible to UNDELETE a Document prior to executing the PACK Command.
Deleted Documents occupy extra space and slow down your searches. Files should be PACKED on a regular basis.
If you accidentally delete a Document, askSam lets you recover this Document using the UNDELETE command. You can only undelete a Document if you have not packed the file since the Document was deleted.
To Undelete A Document:
1. Choose DOCUMENT à VIEW DELETED DOCUMENTS.
The first deleted Document will appear and all other deleted Documents are listed in the Search Results Window.
2. Select the Document you wish to undelete in the Search Results Windows.
3. Choose DOCUMENT à UNDELETE or press the INS Key.
The Document will be undeleted.
You can repeat this procedure until all the desired Documents are Undeleted.
NOTES:
1. In the Search Results Window you can select multiple Documents and press the INS key to undelete all of the selected Documents.
2. The PACK Command deletes Documents permanently. Once a file has been PACKED, it is not possible to UNDELETE Documents. It is import to pack your files on a regular basis.
Document Properties
The Document Properties Dialog Box lets you name (or rename) a Document, define settings for a Document, or see statistics for a Document.
To Access The Document Properties Dialog Box:
1. Choose DOCUMENT à PROPERTIES.
The Document Properties Dialog Box will appear.
The SUMMARY Tab lets you name (or rename) the Document. You can also enter the author's name, keywords, and notes.
The STATISTICS Tab displays information about the Document such as Size, Number of Lines, Number of Paragraphs, etc.
The SETTINGS Tab lets you define the following Settings for the Document:
Read Only The Read-Only option lets you set whether or not a Document can be edited. If the Read-Only option is on, you will not be able to modify the Document. This is very useful for Hypertext menus or other Documents that you normally do not want to edit.
Data Entry Mode Data Entry mode simplifies entering data in fields. You choose to have Data Entry turned ON or OFF for this Document, or you can choose “Use File Setting” which defaults to the Data Entry Mode setting in the FILE à PROPERTIES menu (this is the default setting).
Text Foreground Color Sets the default foreground color for the text in the Document.
Text Background Color Sets the default background color for the text in the Document.
Hypertext Link Color Sets the color for the Hypertext Links in the Document
Naming Documents
askSam allows you to name Documents. You can Go To named Documents, set Hypertext Links to named Documents, and display the Document names in the Search Results Window.
To Name A Document:
1. Choose DOCUMENT à PROPERTIES.
The Properties Dialog Box will appear.
2. Enter a name for the Document in the Document Name field.
3. Choose the OK Button.
NOTES:
1. To rename a Document, repeat the process described above and replace the current name with the new name for the Document.
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