Chapter 5
(Continued)
Working With Documents
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Data Entry Mode
Data Entry Mode is designed to simplify the entry of structured data. Data Entry Mode is only useful when activated in conjunction with an Entry Form. When Data Entry Mode is on, the word DATA appears in the Status Bar.
In Data Entry Mode…
· You can only enter data in the area between the opening and closing brackets.
Example:
In this example, you would only be permitted to type after the opening brackets.
· You cannot edit field names or change the length of a single-line field.
· If no closing bracket marks the end of a field, text added to this field will not wrap to the next line. It will stop at the right margin.
· You can define a multi-line field by placing a closing bracket at least one line beneath the field name. Text automatically wraps in a multi-line field, and the field expands as you enter information. Pressing ENTER in a multi-line field inserts a blank line.
· If a field name is part of a selected text block, you cannot Cut or Delete the selected text.
· You cannot Drag and Drop text in Data Entry Mode.
Using the keyboard, you can easily move your cursor.
· Pressing TAB moves you to the next field.
· Pressing ENTER moves to the next field or inserts a line in a multi-line field.
· Pressing SHIFT+TAB or UP ARROW moves to the previous field.
· The HOME key moves the cursor to the beginning of a field or to the beginning of a line in a multi-line field.
· The END key moves the cursor to the last character of a field or to the end of a line in a multi-line field.
NOTE: You can use another character as the Field Character (instead of the open bracket - [ ). Select FILE -> PROPERTIES -> FIELD CHARACTER and enter the new Field Character.
Data Entry Mode is useful when you are entering data in fields. There are three ways to set Data Entry Mode:
· When you save an Entry Form that contains fields, askSam will display a message asking if you wish to turn on Data Entry Mode for the file. If you choose the YES Button, Data Entry Mode will be turned on for the file.
· You can also set the file default setting for Data Entry Mode by choosing FILE -> PROPERTIES ->
DATA ENTRY MODE.
· You can set Data Entry Mode for individual Entry Forms. Choose TOOLS -> ENTRY FORM, select
an Entry Form, and choose ENTRY FORM -> PROPERTIES. In the Settings Tab, and choose the
Data Entry Mode option.
· When entering information, choose DOCUMENT -> DATA ENTRY (or press CTRL+E) to toggle
Data Entry Mode on or off. When you toggle Data Entry this way, the setting is only valid while you are in the current Document. When you move to another Document, askSam switches back to the default Data Entry setting defined in the FILE -> PROPERTIES menu.
NOTES:
1. In certain cases, you may want to switch to and from Data Entry Mode. For example, if you need to modify the length of a field, delete a field, or add a field, you can switch off Data Entry Mode, add or delete the required information, and then switch Data Entry Mode back on again.
2. You can quickly toggle the Data Entry Mode on and off using a Shortcut Key. Pressing CTRL+E toggles Data Entry Mode on/off.
3. If your cursor is not in the first field and does not move between fields when you press ENTER or TAB, check the following:Is Data Entry Mode on? If it is, the word DATA will appear on the right side of the status bar at the bottom of the screen. To turn on Data Entry Mode choose DOCUMENT -> DATA ENTRY or set the file default setting by choosing FILE -> PROPERTIES ->
DATA ENTRY MODE.
Is your Field Character properly set? askSam assumes that field names end with an opening bracket (Name[, Date[, etc.). The Field Character setting in FILE -> PROPERTIES lets you
modify this setting.
Edit your Entry Form and make sure that at least one space follows each field name.
Using Stop Codes To Add Information
If Data Entry Mode is too structured for the information you plan to manage, Stop Codes offer a less structured way to enter information into a form. Stop Codes are special markers that act as place holders in the text of an Entry Form.
Stop Codes work in askSam's standard Word Processing mode. They let you mark positions in an Entry Form and jump to these positions by pressing F3 when you enter your information. Stop Codes are useful for faxes, memos and other freeform databases.
Defining stop codes is simple. When you create an entry form, simply insert the characters ^^ in the positions where you wish to enter information. For example:
1. Create a new file or open a file in which you want to use stop codes.
2. Choose TOOLS -> ENTRY FORMS.
The Entry Forms Dialog Box will appear.
3. Choose the Entry Form you want to modify, or create a new Entry Form.
4. Enter the text portions of your Entry Form as usual but place the characters ^^ in the positions where you want to jump when entering information. For example:
5. Save the Entry Form and choose ENTRY FORM -> CLOSE to return to the Data Documents.
NOTE: If you are prompted to turn on Data Entry Mode, choose NO. Stop Codes will not work if Data Entry Mode is turned on.
Once an Entry Form with Stop Codes has been defined, you can add Documents by filling out the Form:
1. Add the Entry Form with the Stop Codes
The Entry Form is added with the first set of ^^ characters selected.
2. Type in your information (make sure that you are in Insert mode - not Overwrite mode).
The ^^ characters will be deleted as your information is inserted.
3. Press F3 to jump to the next Stop Code.
The next set of ^^ characters will be Selected.
4. Repeat steps 2 and 3 until there are no more Stop Codes.
5. Choose FILE -> SAVE (or press CTRL+S) to save.
NOTE: If the Stop Code is not selected when you add the Entry Form, it means that Data Entry mode is turned on. To remedy this, turn off Data Entry in the FILE -> PROPERTIES menu.
Now add another Document and Stop Codes will work properly.
Editing Documents
To edit a Document that already exists in your file:
1. Go to the Document you wish to edit.
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. (The Search Commands are described in Searching Documents with askSam later in this guide. Moving through Documents is described in the next section.)
When a Document is retrieved, it is either in askSam's Word Processor or in Data Entry Mode. If Data Entry Mode is on, the word DATA is displayed in the Status Bar.
2. Edit your Document.
3. Choose FILE -> SAVE to save your edits (or press CTRL+S).
Moving Through Your Documents
You can move through a file Document-by-Document, or you can move directly to a specific Document.
· VIEW -> NEXT moves to the next Document in the file.
· VIEW -> PREVIOUS moves to the previous Document in the file.
· VIEW -> FIRST moves to the first Document in the file.
· VIEW -> LAST moves to the last Document in the file.
· ALT+PgDn views the NEXT Document.
· ALT+PgUp views the PREVIOUS Document.
· ALT+Home views the FIRST Document.
· ALT+End views the LAST Document.
 Moves to the FIRST Document.
 Moves to the PREVIOUS Document.
 Moves to the NEXT Document.
 Moves to the LAST Document.
NOTE: If you prefer, you can add these buttons to the Toolbar. See the chapter on Customization, Options, and Tools for details.
Moving with the Go To Command
The Go To Command lets you jump to a specific Document, Bookmark, or line.
1. Choose VIEW -> GO TO.
The Go To Document Dialog Box will appear.
2. Select from the following options:
Option Description
Bookmark Goes to a Bookmark name that you select.
Document Name Goes to the Document with the name you select. You can name a Document in the DOCUMENT -> PROPERTIES menu.
Document Number Goes to the Document number you enter. The Status Bar shows the current Document number (e.g. “32 of 2000”).
Entry Form Goes to the Entry Form you select.
Line Number Jumps in the current Document to the line number that you specify.
Mail Merge Goes to the selected Mail Merge Document.
Page Number Goes to the specified Page Number in the current Document.
Report Goes to the report you select.
3. Choose the GO TO Button.
Returning to a Previous Document with the History Command
When you search and navigate through Documents and files, there are times when you will want to return to a previous Document. The History functions were designed for this purpose. The History Dialog Box lists the previous Documents you've accessed in askSam. The Back and Forward commands let you move back and forth between previous Documents (similar to the Back and Forward functions in a Web browser).
To List the Previously Displayed Documents (History):
1. Choose VIEW -> HISTORY -> LIST
The History Dialog Box will appear. This dialog contains a list of the Documents you've visited during this session with askSam.
2. Select the Document you wish to view and choose the GO TO button.
You will return to the Document you selected.
To Return to the Previous Document (Back):
1. Choose VIEW -> HISTORY -> BACK (or press ALT+Left Arrow)
You will return the previous Document. If you choose the Back command multiple times, you will continue to return to the previous Documents you visited.
To Move to the Next Document (Forward):
If you've moved Back in the History List, the Next function will take you to the next Document.
2. Choose VIEW -> HISTORY -> FORWARD (or press ALT+Right Arrow)
You will move to the next Document.
Using Bookmarks
You can use Bookmarks to mark a Document or a specific location in a Document. Once a Bookmark is set you can quickly jump to it. Bookmarks are extremely useful for navigating through information.
· Mark a frequently used Document and jump to it without having to search.
· Set multiple Bookmarks in a long Document to simplify editing.
· Use in conjunction with askSam's Hypertext features to create menus and navigate through your files. See the chapter on Hypertext for details.
NOTE: When you set a Bookmark, a Bookmark icon (
 ) will appear to the left of the line where the Bookmark was set. This icon will not print. You can keep this icon from displaying by turning off the “Display bookmark icon” option in the FILE -> PROPERTIES menu.
1. Place your cursor in the line where you want the Bookmark.
2. Choose DOCUMENT -> BOOKMARK (or press F2).
The Bookmark Dialog Box will appear.
3. Enter a name for the Bookmark.
Bookmark names can contain letters and numbers. A name may also consist of multiple words.
4. Choose ADD.
A Bookmark is set in the current line.
NOTE:
1. If a text is selected when you choose DOCUMENT -> BOOKMARK, the selected text is offered as
the Bookmark Name.
1. Choose DOCUMENT -> BOOKMARK (or press F2).
The Bookmark Dialog Box will appear. This dialog contains a list of all the Bookmarks in the active file.
2. Select a Bookmark and choose the Go To Button.
You jump to the line containing the selected Bookmark.
NOTES:
1. If you delete a Document containing a Bookmark, the Bookmark will remain in the list of Bookmarks until you pack the file.
2. A Bookmark can also be viewed by setting a Hypertext Link to it. See the chapter on Hypertext for details.
1. Choose DOCUMENT -> BOOKMARK (or press F2).
The Bookmark Dialog Box will appear.
2. Select the Bookmark you want to rename and choose the Rename Button.
The Rename Bookmark Dialog Box will appear.
3. Enter a new name for the Bookmark and choose the OK Button.
NOTE: After renaming a bookmark, you will have to redefine any Hypertext links set to this bookmark.
1. Choose DOCUMENT -> BOOKMARK (or press F2).
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