Maintenance and Backups

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

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.

The Applicant Profiles and Resume, Requisitions, Skills and Clients databases all come pre-indexed. As you add new data to each of the files, the new data is automatically indexed.  You will not have to re-index the files unless you delete the index.

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 chapter 15  on Customization, Options and Tools in the askSam Users Guide).

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.

See the chapter 3 on Working with Documents in the askSam User's Guide for additional details.

To Delete an Index

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.

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.

When a file is packed, askSam renames the old file with a .BAK extension. If there is already a file with that filename, the old .BAK file receives a .SAV extension.