Chapter 5
Working With Documents
askSam Concepts in this Chapter:
• Document Types
• Adding Documents
• Using Data Entry Mode
• Using Stop Codes to Fill Out Documents
• Editing Documents
• Moving Through Documents
• Using Bookmarks
• Deleting and Undeleting Documents
• Document Properties
The askSam Document Types
askSam database files are made up of Documents. Each database file may contain an unlimited number of Documents (these Documents correspond to Records in a traditional database). Each of these Documents can be any length a single page letter or a 5000 page report.
There are 4 different types of Documents in an askSam file:
· Data Documents These are the standard Documents in your database. The Documents where you enter data.
· Entry Forms The Entry Form Documents contain the forms you set up for entering information into your file. askSam permits you to have multiple Entry Forms in a single file.
· Reports The Report Documents contain the reports for your database. You can set up reports to search, sort, list, and display the information in your database.
· Mail Merge Documents askSam lets you merge information from your Data Documents into Mail Merge Documents.
Switching Document Types
You can switch between the different Document Types in several ways:
Switching Document Types From the Pull-Down Menus:
1. Choose VIEW -> DOCUMENT TYPE
2. Select a Document Type.
Switching Document Types From the Scroll Bar Menu:
1. Choose on the Document Type menu in the horizontal scroll bar.
2. Select a Document Type.
You have a choice of two modes for entering information into a Document. You can enter information in the freeform Word Processing Mode, or you can use the Data Entry Mode for more structured information.
The askSam Word Processor
Like any Word Processor, you can move freely around the screen, editing text and formats. The askSam Word Processor is described in detail in the next chapter.
Data Entry Mode
This mode is designed to simplify entering structured data. When active, pressing ENTER or TAB moves you from one field to the next. You are only able to add and edit in fields.
Adding Documents To An askSam File
There are several different ways you can add Documents to an askSam file. You can add:
· the Default Entry Form
· any other Entry Form
· insert an existing Entry Forms
· a duplicate of the current document
· a blank Document
These different options are described in the following sections.
askSam lets you define multiple Entry Forms in a file. To make entering data as efficient as possible, the Form you use most often can be set as the Default Entry Form.
To add a Document with the Default Entry Form:
1. Choose DOCUMENT -> ADD DEFAULT ENTRY FORM (or press CTRL+A).
A new Document based on the Default Entry Form is added to your askSam file.
If the Default Entry Form is empty, the new Document will be empty, and you can begin typing. If the Default Entry Form contains fields, the new Document will contain these fields, and you can begin entering information.
NOTES:
1. You set the Default Entry Form by choosing FILE -> PROPERTIES -> DEFAULT ENTRY
FORM and selecting the desired Entry Form.
2. By default, new Documents are added to the end of the askSam file. You can change the location where new Documents are added by choosing FILE -> PROPERTIES -> DOCUMENT ADD
LOCATION.
3. If your data contains fields, you will most likely want to turn on Data Entry mode for the file. Data Entry mode simplifies entering data in fields. You can turn on Data Entry mode by choosing FILE -> PROPERTIES -> DATA ENTRY MODE. See “Adding Documents in Data Entry Mode” later
in this chapter for details.
askSam lets you have multiple Entry Forms in a database. You can select the Entry Form you want to add using the Add Entry Form command.
1. Choose DOCUMENT -> ADD ENTRY FORM (or press CTRL+SHIFT+A).
The Add Entry Form Dialog Box will appear.
2. Select the Entry Form you wish to add and choose the OK Button.
A new Document based on the selected Entry Form is added to your askSam file, and you can begin entering information.
NOTES:
1. By default, new Documents are added to the end of the askSam file. You can change the location where new Documents are added by choosing FILE -> PROPERTIES -> DOCUMENT ADD
LOCATION. You can also define this setting for a specific Entry Form. See the chapter on Working With Entry Forms for details.
2. If your data contains fields, you will most likely want to turn on Data Entry mode for the file. Data Entry mode simplifies entering data in fields. You can turn on Data Entry mode by choosing FILE -> PROPERTIES -> DATA ENTRY MODE. See Adding Documents in Data Entry Mode later in
this chapter for details
3. To simplify entering Data with multiple Entry Forms, you can define shortcut keys to the different Entry Forms. See the chapter on Working With Entry Forms for details. askSam also allows you to set Hypertext links to individual Entry Forms and add them to the file by clicking on the link. See the chapter on Hypertext for details.
The Insert Entry Form command lets you insert an Entry Form into an existing Document. Entry Forms are usually inserted for one of the following reasons:
· Inserting Additional Information in A Form. You can define an Entry Form that inserts at a specific position in an existing Document. This is useful if you have fields that are only occasionally used. For example, in an address database, you might have extra fields for an additional address or phone numbers. You default Entry Form would handle the standard address information, and another Entry Form would be available if you have additional address information for the contact. These extra fields would only be inserted when necessary.
· Repeating Fields. In some databases, repeating fields can be useful. You can use askSam's Entry Forms to insert these fields as required. For example, in a contact database, you may want to have fields for “Call Date” and “Call Notes” each time you contact someone. Using an Entry Form you could insert these fields in your Document each time you make a call.
To insert an Entry Form into the current Document:
1. Choose DOCUMENT -> INSERT ENTRY FORM.
The Insert Entry Form Dialog Box will appear.
2. Select the Entry Form you wish to insert.
3. Select the location where you want the Entry Form inserted into the current Document.
4. Choose the OK Button.
The selected Entry Form is inserted into your Document at the position you specified.
NOTES:
1. Entry Forms can be inserted in the following locations:
· At the bottom of the current Document
· At the top of the current Document
· At the current cursor position
· At a specific line number
· In the line before a word or field
· In the line following a word or field
You can choose these options from the Insert Entry Form menu, or you can define a default location when you set up the Entry Form. See the chapter on Working With Entry Forms for details.
2. To simplify entering Data with multiple Entry Forms, you can define shortcut keys to the different Entry Forms. See the chapter on Working With Entry Forms for details. askSam also allows you to set Hypertext links to individual Entry Forms and add or insert them by clicking on the link. See the chapter on Hypertext for details.
To add a Blank Document:
1. Choose DOCUMENT -> ADD OTHER -> BLANK
A new blank Document is added to your askSam file, and you can begin entering information.
NOTES:
1. By default, new Documents are added to the end of the askSam file. You can change the location where new Documents are added by choosing FILE -> PROPERTIES -> DOCUMENT ADD
LOCATION.
If you need to add several Documents with similar content use the Add Duplicate command.
To make a Duplicate copy of a Document:
1. Go to the Document you wish to duplicate.
2. Choose DOCUMENT -> ADD OTHER -> DUPLICATE.
A copy of the current Document is added.
3. Make any changes you require and save the Document.
The new Document will be added to your file.
NOTES:
1. By default, new Documents are added to the end of the askSam file. You can change the location where new Documents are added by choosing FILE -> PROPERTIES -> DOCUMENT ADD
LOCATION.
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