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FILE1747.TXT
Disk No: 1747
Disk Title: Pirouette disk 2 of 2 (1746)
PC-SIG Version: S1
Program Title: Pirouette
Author Version: 1.0
Author Registration: $49.00
Special Requirements: 640 K RAM, two floppy drives or a hard drive.
Take total control of your database entry screen and report formats
without doing a lick of programming. This database lets you ``paint''
screens and reports giving the user maximum control over the appearance
of input screens and printed output.
Users can create databases of unlimited size. Data is loaded into
memory only one record at a time, so any file limitations are imposed by
your disk size, not your system's memory. Files are in standard dBase
format so they are compatible with other database software.
This database even has "relational" power to let the user work with
multiple, interrelated databases simultaneously. In addition, all
standard search and sort routines are fully implemented.
PC-SIG
1030D East Duane Avenue
Sunnyvale Ca. 94086
(408) 730-9291
(c) Copyright 1989 PC-SIG, Inc.
GO.TXT
╔═════════════════════════════════════════════════════════════════════════╗
║ <<<< Disk #1746 PIROUETTE >>>> ║
║ (disk 2 of 2, 1746 also) ║
╠═════════════════════════════════════════════════════════════════════════╣
║ To start program, insert disk 1 and type: PIRO ║
║ ║
║ To print documentation, insert disk 1 and type: COPY READ.ME PRN ║
╚═════════════════════════════════════════════════════════════════════════╝
LICENSE.TXT
PIROUETTE IS NOT FREE!
Pirouette is distributed as part of a marketing concept
called "Shareware". The shareware idea means that the authors
still own the program, and reserve all rights granted them under
copyright law, except one. You are granted the right to freely
reproduce this program, and to use it for EVALUATION PURPOSES
ONLY. If you wish to continue using the program on an ongoing
basis, whether for business or personal use, you must pay a
license fee.
REGISTER, OR BURN FOREVER IN THE FILES OF HELL!
Ah, make that "fires" of Hell.
Oh, well, it's probably a little extreme in either case.
Nevertheless, there are several compelling reasons to send in
your registration fee.
(1) You get a printed, bound manual, so you don't have to kill
your printer printing out the one on this disk;
(2) You get a disk containing the most recent version of
Pirouette. (There's a good chance we've upgraded the
program since we produced the version you now hold.)
(3) You get placed on our mailing list, and receive prompt
notification any time we revise the program in the future.
Needless to say, these upgrades will be made available to
you at a considerable (50% or more) discount.
(4) You get our customer support telephone and bulletin board
numbers.
(5) You get our newsletter, which offers tips on how to get the
most out of Pirouette.
(6) You get to save a lot of money in the long run by helping to
preserve the shareware industry. Without registration fees,
there's no reason to continue marketing programs in this
manner. If shareware dies, you'll have no alternative to
going to the computer store and paying several hundred
dollars for a comparable program.
So remember, registration isn't just a moral obligation,
it's in your best interests!
USER REGISTRATION FORM
Registration fees for version 1.0 are as follows:
$49.00 for the first copy;
$29.00 for all additional copies;
To clarify the above with regard to networks: the full
$49.00 price must be paid for the network server; an additional
$29.00 must be paid for each additional terminal connected to the
network. (Version 1.0 is not designed for use as a network file
server. True network capabilites, including record and file
locking, will be part of a future upgrade.)
Prices for company-wide or site licenses will be quoted upon
request.
*****************************************************************
Name of User:________________________________________________
Company (if any):________________________________________________
Address:________________________________________________
________________________________________________
County (if California):__________________________________________
Telephone: (____)_____-________(w) (____)_____-________(h)
I obtained Pirouette from:_______________________________________
First copy: $49.00 $ 49.00
___ additional copies @ $29.00 ____.00
--------
Subtotal ____.00
___% sales tax (California only) ____.__
--------
TOTAL $_______
* * *
Mail check or money order to:
DeMars & Tilley, Box 7737, Berkeley, CA 94707-7737
DISTRIBUTOR REGISTRATION FORM
Anyone charging a fee for duplicating this program is
subject to the following restrictions:
(1) A maximum of $7.50 per disk may be charged;
(2) The disks must be distributed in unmodified form
(archiving to minimize storage space is exempt);
(3) All catalog listings must contain the slogan,
"Make your data dance!"; and
(4) The following form must be completed and returned
within 15 days after the Pirouette is added to your
library.
We might add that this last requirement is simply to help
us keep an up-to-date list of our distributors, to assist in
disseminating program updates. In other words, filling out this
form is in YOUR interest, because it insures you will always have
the most current version in your library.
It also makes you eligible for future incentive programs we
will be announcing. These programs will result in cash rewards
based on the number of users you help us register.
*****************************************************************
Date Completed: ____________ Pirouette Version: ________
Name of Organization:___________________________________________
Mailing Address:__________________________
__________________________
Telephone:_____/_______________
Person Completing
This Form:____________________________________
Our organization is: [ ] Non-profit
[ ] A for-profit business
* * *
Return to:
DeMars & Tilley, Box 7737, Berkeley, CA 94707
MANUAL0.TXT
PIROUETTE
A Database Management Program
Version 1.0
Copyright (c) 1989
by
DeMars & Tilley
Box 7737, Berkeley, CA 94707
TECHNICAL STUFF
SYSTEM REQUIREMENTS
Pirouette requires the following:
o A true IBM-compatible computer;
o 640K of random access memory (RAM);
o PC-DOS or MS-DOS 2.0 or higher;
o Two floppy disk drives, or one floppy and one fixed
disk;
o any ASCII printer (sorry, postscript printers aren't
supported).
PROGRAM LIMITATIONS
Pirouette has the following limitations:
o 99 fields per database;
o 99 database files per DOS directory;
o 25 windows open simulatenously;
o A maximum with of 256 for character fields.
There is no practical limit on the number of records a
database file can hold.
COMPABILITY WITH OTHER DATABASE PROGRAAMS
Pirouette's files are fully compatible with those used by
dBASE III, dBASE III+, FoxBASE, dBXL, Quicksilver, and Clipper.
Pirouette can also use files created with dBASE IV,
provided they include no memo fields or floating-point numeric
fields.
dBASE III, III+, and IV are trademarks of Ashton-Tate.
Clipper is a trademark of Nantucket Corporation. Quicksilver and
dBXL are trademarks of Wordtech corporation. Foxbase is a
trademark of Fox Software.
-2-
LICENSE AGREEMENT
Pirouette is not free! It is distributed as part of a
marketing concept called "Shareware". The shareware idea means
that the authors still own the program, and reserve all rights
granted them under copyright law, except one. You are granted
the right to freely reproduce this program, and to use it for
EVALUATION PURPOSES ONLY. If you wish to continue using the
program on an ongoing basis, whether for business or personal
use, you must pay a license fee.
A registration form, including a rate schedule, will be
found in the file LICENSE.TXT.
User groups, businesses and individuals who charge a fee for
duplicating this program are also advised to review this file.
Distributors must also register (no charge is involved in
distributor registration) and are subject to some special
restrictions.
DO YOU HAVE A SUGGESTION?
We tried to be thorough when we designed this program, but
we recognize that there's always room for improvement.
Therefore, we intend to release improved versions of Pirouette at
least once a year. If you have an idea you'd like incorporated
in our next release, don't be shy. Write to us at Box 7737,
Berkeley, CA 94707.
-3-
WARRANTY
The authors make no warranty of any kind, expressed or
implied, including any warranties of merchantability and/or
fitness for a particular purpose. DeMars & Tilley shall not be
liable for any damages, whether direct, indirect, special or
consequential, arising from a failure of this program to operate
in the manner desired by the user. The authors shall not be
liable for any damage to data or property which may be caused
directly or indirectly by use or misuse of the program.
In no event will DeMars & Tilley be liable for any damages,
including any lost profits or other damages arising out of the
user's use of or inability to use the program, or for any claim
of any other party.
-4-
TABLE OF CONTENTS
Installing the Program . . . . . . . . . . . . . . . 6
Introduction to Database Concepts . . . . . . . . . 7
Database Terminology . . . . . . . . . . . . . 7
Types of Data . . . . . . . . . . . . . . . . 8
Related Databases . . . . . . . . . . . . . . 9
The Basics . . . . . . . . . . . . . . . . . . . . 11
The Opening Menu . . . . . . . . . . . . . . . 11
Bypassing the Opening Menu . . . . . . . . . . 11
Initializing the Directory . . . . . . . . . . 12
Commands and Menus . . . . . . . . . . . . . . 12
Help . . . . . . . . . . . . . . . . . . . . . 13
Creating a Database . . . . . . . . . . . . . . . . 14
Formatting the Input Window . . . . . . . . . 14
Manipulating Objects . . . . . . . . . . . . . 17
Restricting Input . . . . . . . . . . . . . . 18
Relating Databases . . . . . . . . . . . . . . 19
Saving the New Database . . . . . . . . . . . 19
Database Maintenance . . . . . . . . . . . . . . . 20
Cursor Movement . . . . . . . . . . . . . . . 20
Data Entry . . . . . . . . . . . . . . . . . . 20
Altering the Display . . . . . . . . . . . . . 24
Using Buffer Fields . . . . . . . . . . . . . 25
Concluding a Data Entry Session . . . . . . . 26
Advanced Data Manipulation . . . . . . . . . . . . 27
Working with Multiple Databases . . . . . . . . . . 30
Generating Reports . . . . . . . . . . . . . . . . 32
Report Parameters . . . . . . . . . . . . . . 32
The Report Editing Window . . . . . . . . . . 33
Getting Fancy . . . . . . . . . . . . . . . . 37
Housekeeping Tasks . . . . . . . . . . . . . . . . 38
Appendix A: Masks
Appendix B: Functions and Formulas
Appendix C: The Sample Databases
-5-
INSTALLING THE PROGRAM
Pirouette can be used on either a system with a fixed disk
or one with two floppy drives. The hard disk system is
recommended, since hard disks are inherently faster than
floppies.
INSTALLATION ON A HARD DISK
Create a directory for the program by using the DOS
makedir, or md, command:
C:\>md \piro
Then transfer to this directory using the changedir, or cd,
command:
C:\>cd \piro
Next, insert Pirouette disk 1 in the A> drive and copy the
files:
C:\>copy a:*.*
Repeat this procedure with disk 2. The software is
now installed on your hard disk. Type PIRO to run the program.
INSTALLATION ON A TWO-FLOPPY SYSTEM
Simply make copies of both disks, saving the originals for
backups. Insert disk 1 in your A> drive, and disk 2 in your B>
drive. Switch to the B> drive and type
B:\>A:PIRO
to run the program.
OTHER REQUIREMENTS
Check to make sure your CONFIG.SYS file contains the
following line:
files=20
If it does not, add this line. (CONFIG.SYS will be found in
the root directory on your hard drive, or on your boot disk if
you are using a two-floppy system). Files can also be set to
greater than 20, if desired.
-6-
MANUAL1.TXT
INTRODUCTION TO DATABASE CONCEPTS
You've probably heard the term "database" before. It is a
common word in the software business. Although it may sound a
bit ominous to the new computer user, a "database" is simply a
group of information that is stored in a pre-described format.
A database file is, basically, a computerized card file.
With Pirouette, we have attempted to exploit this similarity.
When you view the data in your database, it will appear within
"windows" which resemble index cards. The program itself
performs two primary tasks: (1) it allows you to easily update
and maintain the information in your database; and (2) it allows
you to retrieve that information in a variety of forms (e.g.,
reports, labels, etc.).
All databases have certain things in common, and a
particular terminology is used by all database management
programs. This basic terminology will be described in the
following section. If you have never worked with a database
management system before, please read this section carefully.
DATABASE TERMINOLOGY
The best way to explore database terminology is to look at
some sample databases. There are three common databases that
most people use every day: a checkbook, an address book, and an
appointment calendar. Files for these three databases have been
provided with the program, and will be used as examples
throughout the manual.
For now, we'll use the personal checkbook. Below are a few
typical entries:
CHECK # DATE PAID TO AMOUNT CLEARED
122 10/22/88 PG&E 34.97 Y
123 10/22/88 Pacific Bell 44.22 Y
124 10/25/88 Safeway 21.19 Y
125 10/26/88 AAA Finance Co. 204.75 N
. . . . .
. . . . .
. . . . .
When you stub a check you've written, you keep track of four
items of information: the check number, the date the check was
written, to whom it was made payable, and the amount.
Additionally, when you balance your bank statement each month,
you mark off the checks which have cleared -- in essence a fifth
item of information.
-7-
In database terminology, each line (i.e., each transaction)
in the checkbook register is referred to as a RECORD.
Each record is composed of five FIELDS; that is, five items
of information.
Each of these four fields has a distinct DATA TYPE
associated with it.
The check date will always be a Date. The payee will always
consist of alphanumeric, or Character, information. The amount
will always be Numeric, in that it contains numbers which can be
added or subtracted. The "cleared" field is what is known as a
Logical field, in that it can contain only two values: Yes and
No. The first field, the check number, will be dealt with in a
moment.
In summary then, every database has certain
characteristics: (1) it is organized into records; (2) every
record has the same number of fields as every other record; and
(3) the type of data stored in each field is the same in every
record in the database.
TYPES OF DATA
Pirouette recognizes four types of data:
Character. Character fields are used to record descriptive
information, such as names and addresses. The payee field
in our checkbook contains character information.
Numeric. Numeric data fields contain information which will
be manipulated arithmetically (i.e., added, substracted,
etc.)
Date. Date information; specifically the month, date and
year in the format MM/DD/YY.
Logical. As mentioned above, Logical fields are one which
contain the values True and False, or Yes and No. In an
actual checkbook, you generally check off a box to indicate
that the check has cleared, rather than using a Y or N, but
the underlying concept is exactly the same.
Up till now we have avoided dealing with the Check Number
field. This is because we must now consider an issue in database
design. At first glance, the check number would appear to be a
numeric field. Many people, however, use alphabetical codes in
this check register column to keep track of things like bank
service charges and automatic teller withdrawals. Moreover,
while the check number is apparently numeric in nature, these
numbers are never used for mathematical computations. In setting
up this database, therefore, it would probably be BETTER to
designate the check number as a Character field.
-8-
In general, fields should only be declared as Numeric when
they will actually be used for arithmetic computations.
RELATED DATABASES
A conventional database, or "flat file" has an extremely
simple structure. One could characterize a single database as
two-dimensional: it has width (the number of fields) and length
(the number of records), but nothing else.
This two-dimensional structure, however, isn't adequate (or
at lease efficient) for describing many real-life situations.
One of these situations is illustrated in CHECKREG, the Check
Register database we've included.
CHECKREG is designed to keep track of your checks and other
associated activities, like a computerized check register. It
tracks the Check number (or other code), date, payee, etc. This
database by itself is fine for a personal checking account, but
if you're running a business, things get a bit more complicated
(as usual, because of the government). Under certain
circumstances, the federal goverment requires businesses to
report money paid to other businesses or individuals. The Form
1099 which the government uses has a space for the payee's
Federal Tax ID (or Social Security) number, so we must have a
field for TAX_ID as well.
If we place this TAX_ID field in the CHECKREG database, we
have a small problem. If multiple checks are written to the same
payee (as would happen in most business situations), we will wind
up entering the same ID number over and over again on each check.
This not only creates more work for the data entry operator, but
our database becomes significantly larger than it needs to.
A BETTER solution is to set up a second database to hold the
TAX_ID (which is exactly what we've done in our sample). This
information can then be "looked up" whenever we need to. The
resulting two databases might look something like this:
DATABASE 1: Payees
PAYEE_NAME TAX_ID
Ace Typesetting 667-22-8738
Law Office of D.B. Cooper 547-18-3299
. .
. .
. .
-9-
DATABASE 2: Checkreg
PAY DATE AMOUNT PAYEE_NAME
04/01/87 100.00 Law Office of D.B. Cooper
07/25/89 335.75 Ace Typesetting
07/27/89 250.00 Law Office of D.B. Cooper
. . . .
. . . .
. . . .
This kind of set-up is referred to as a "relational"
database structure, because we have two databases which are
related to each other. By definition, related databases are
tied together with a common field -- in this case, the
PAYEE_NAME.
Another side of database relationships is the issue of
validation. If you were using the above structure, you would
probably not want to enter a record into the CHECKREG database
for someone who did not appear in the PAYEES database. For this
reason, Pirouette provides the ability to restrict input for a
field to only those entries found in a corresponding field in
another database. We've restricted the PAYEE_NAME field in
CHECKREG to allow only entries from the PAYEE_NAME field in
PAYEES.
(Incidentally, you don't necessarily have to have an
associated TAX_ID for every payee; the TAX_ID could be left blank
where it wasn't needed. And later on we'll describe simple
technique for adding to the payee list as you're entering
checks.)
This "restrict to list" feature is not just a powerful tool
for preventing data entry error. As we will show a little later,
it is also a device to greatly speed up data entry.
-10-
MANUAL11.TXT
APPENDIX C: SAMPLE APPLICATIONS
CHECK REGISTER
The Check Register involves three databases, the most
important of which is CHECKREG, which stores the individual
checks.
Database: CHECKREG
Field Name Type Length Input Restriction
---------- ---- ------ -----------------
CHECK_NO Char 4 Mask: @!
* the check number or code
DATE_PAID Date 8 none
* the date the check was paid
PAYEE_NAME Char 25 List: PAYEES->PAYEE_NAME
* the payee (links to PAYEES database)
AMOUNT_PD Num 10 Mask: ###,###.##
* the amount of the payment
CLEARED Log 1 Mask: Y
* whether or not the check has cleared
EXP_TYPE Char 15 List: TYPES->EXP_TYPE
* the expense category
Database: PAYEES
Field Name Type Length Input Restriction
---------- ---- ------ -----------------
PAYEE_NAME Char 25 none
* the party to whom checks are written
TAX_ID Char 11 Mask: @!
* the payee's federal tax identification number
Database: TYPES
Field Name Type Length Input Restriction
---------- ---- ------ -----------------
EXP_TYPE Char 15 none
* the expense category
-C1-
Reports Associated with the Check Register (continued)
Report Spec Description
----------- -----------
OUTSTAND A list of checks which haven't cleared
PAID_TO1 Checks listed by PAYEE_NAME
PAID_TO2 Summary of amounts paid to each payee
CK_TYPE1 Checks listed by EXP_TYPE
CK_TYPE2 Summary of amounts paid for each expense
category
APPOINTMENT CALENDAR
The appointment calendar involves two databases, CALENDAR
and LISTS. LISTS is used only as an input restriction list.
Database: CALENDAR
Field Name Type Length Input Restriction
---------- ---- ------ -----------------
DATE Date 8 none
* the date of the event for this record
TIME Char 5 Mask: ##:##
* the time of the event
AM_PM Char 1 Mask: !
* whether the time is a.m. or p.m.
EVENT Char 30 none
* a brief description of the event
LOCATION Char 30 none
* the location for the event
EVENT_TYPE Char 8 List: LISTS->EVENT_TYPE
* the event category (e.g., business, personal, etc.)
Database: LISTS
Field Name Type Length Input Restriction
---------- ---- ------ -----------------
EVENT_TYPE Char 8 none
* category of events (used by CALENDAR)
RELATNSHIP Char 8 none
* category of relationship (used by ROLODEX)
Reports Associated with the Appointment Calendar
Report Spec Description
----------- -----------
DAILY A daily event calendar
MONTHLY A monthly calendar of upcoming events
-C2-
ROLODEX
The Rolodex, or personal telephone/address files, involves
two files, ROLODEX and LISTS. LISTS is also used by CALENDAR.
Database: ROLODEX
Field Name Type Length Input Restriction
---------- ---- ------ -----------------
FIRST_NAME Char 15 none
* the individual's first and middle names
LAST_NAME Char 15 none
* the individual's last name
COMPANY Char 20 none
* the individual's employer, if applicable
ADDRESS Char 25 none
* the street address
CITY Char 15 none
* the city
STATE Char 2 Mask: @!
* the state, as a two-letter code
ZIP_CODE Char 5 Mask: #####
* the basic five-digit zip code
ZIP_PLUS4 Char 4 Mask: ####
* the additional 4 digits of the zip code
HOME_PHONE Char 12 Mask: ###/###-####
* the individual's home phone number
WORK_PHONE Char 12 Mask: ###/###-####
* the individual's work phone number
RELATNSHIP Char 8 List: LISTS->RELATNSHIP
* relationship to the individual (i.e., personal, etc.)
Database: LISTS
Field Name Type Length Input Restriction
---------- ---- ------ -----------------
RELATNSHIP Char 8 none
* category of relationship (used by ROLODEX)
EVENT_TYPE Char 8 none
* category of events (used by CALENDAR)
Reports Associated with the Rolodex
Report Spec Description
----------- -----------
DIRECTRY An alphabetized telephone directory
MLABELS Mailing labels for people on your ROLODEX
-C3-
MANUAL2.TXT
THE BASICS
THE OPENING MENU
After you type PIRO to execute the program, the copyright
information will be displayed. As indicated, press "C" to
proceed past this. You will then come to the opening menu.
The opening menu provides you with six choices:
VIEW or Revise Data
GENERATE Reports
MODIFY or Create a Database
PERFORM Housekeeping Tasks
Execute a DOS command
QUIT
The capitalized words are key, or command words. To make a
selection from this menu (or any other menu), you can simply
press the first letter of the key word (e.g., press "V" for
VIEW). Alternatively, you can use the cursor keys to move the
light bar up and down until you highlight the desired selection,
and press <Enter>.
The function of each menu selection is as follows:
View. This will open a window for editing a database. This
is the option you will use most, since it enables you to
perform your actual data entry and database maintenance.
Generate. This will open a window for designing reports, or
running reports you have designed previously.
Modify. This is where you define the structure of your
database(s), and the layout of your input screens.
Perform. This gives you access to the Housekeeping Menu.
Housekeeping includes a variety of file maintenance tasks,
such as copying and erasing files. This menu also includes
the very important task of Initializing your directory,
which will be discussed momentarily.
DOS. This selection allows you to exit to DOS temporarily
to perform some other task, such as formatting a disk. You
can then return to the program by typing "Exit".
Quit. This selection returns you to DOS permanently.
BYPASSING THE OPENING MENU
Pirouette also allows you to bypass the opening menu and go
directly to a database or report. To go directly to a database,
type:
-11-
C:\>piro view dbname
from the DOS prompt, where "dbname" is the name of your database.
If you have particular database you consult frequently, such as
the ROLODEX, you can then set up a batch file to give you quick
access. For example:
rem This batch file calls up the Rolodex
echo off
c:
cd\piro
piro view rolodex
cd\
cls
Similarly, you can pull up a frequently used report by
giving the command:
C:\>piro generate repname
where "repname" is the name of your report spec.
INITIALIZING THE DIRECTORY
Before you can actually use Pirouette, you must Initialize
your DOS directory. This is a simple process, which need only be
done once.
Initializing creates two files, XXXX.DBF and XXXX.NTX, which
Pirouette uses to keep track of index files. (If you don't know
what index files are, don't worry about it -- they are something
which Pirouette manipulates automatically.)
To initialize, follow these steps: (1) select PERFORM
Housekeeping Tasks from the opening menu; (2) select Initialize
Directory from the housekeeping menu; (3) specify the name of the
directory to hold the documentation (C:\PIRO if you're working on
a hard disk, or B:\ if your working with a two-floppy system);
and, (4) press <Esc> to return to the opening menu when the
initialization process is complete.
You can now view, edit, or create database files.
COMMANDS AND MENUS
Software designers have, in the past, tended to choose one
of two methods for program control. The first method,
popularized by Lotus 1-2-3, uses a system of nested menus. This
system is helpful while one is learning a new program, but can
get rather annoying when you become expert, because you must
use a series of keystrokes to wade through several menus to issue
the command you want.
-12-
The alternative, exemplified by WordStar and WordPerfect,
relies on using function keys or control keys (<Ctrl> or <Alt>
pressed simultaneously with some other keyboard key) to issue
commands. This is much faster for the experienced user, but
difficult to learn.
With Pirouette, we believe we've hit upon an ideal
compromise. At most any point in the program (e.g., when editing
the data, or designing a screen or report) you can press <F1> to
bring up a menu. All the menus are like the opening menu, in
that they use key words, such as APPEND, FILTER, PURGE, and so
on. To KILL an unwanted record in your database, for example,
you would press <F1> to call up the menu, and then press "K".
Once you have become familiar with these menus, however, you
can speed up the process by pressing the <Alt> key in combination
with "K" (throughtout the rest of the manual we will simply
refer to this combination of keystrokes as <Alt-K>, or whatever).
This will perform exactly the same function, but bypasses the
menu.
HELP
As alluded to earlier, Pirouette also has an on-line Help
facility which enables you to call up this very manual on screen
while you are using the program. To access this, keep pressing
<F1> until you are presented with a menu of chapter headings.
Then choose the appropriate chapter.
To return to the program from Help, just press <Esc>.
-13-
MANUAL3.TXT
CREATING A DATABASE
To create a new database, you must decide upon a name and
then format an Input Window. If you are working with an existing
.DBF file previously created with dBASE III or some other
program, it is not necessary to go through this process; a
default Input Window will be created automatically the first time
you view the data (though you may not like the way it looks).
At any time in the future when you wish to change the
database structure or the Input Window, you can use the process
outlined below.
Begin by selecting MODIFY from the opening menu. Next,
select "New File" from the list of databases (or the name of your
existing file, if you're making revisions). You will then be
prompted for a file name. The file name must meet the following
criteria:
o it may be no more than eight characters;
o it should not include a DOS file extension, since the
.DBF extension will automatically be assigned to the
file;
o the first character must be a letter;
o subsequent characters may be letters, numbers, or the
underscore ("_"). No spaces or other characters are
allowed.
Once a valid file name has been provided, the Formatting
Window will appear.
FORMATTING THE INPUT WINDOW
As mentioned in the introduction, the best way to think of
the Input Window is as an index card. If you were arranging your
data in a card file, you would take a stack of index cards and
arrange the information the same way on each one. The Formatting
Window is where you design that format.
TECHNICAL NOTE: The Formatting Window actually does two
things; it allows you to create or modify the structure of
the .DBF file, and it creates an associated file with the
same name and a .WDW file extension. The .WDW file contains
no data itself, merely the information on how the data
should be displayed in the Input Window.
The Formatting Window functions somewhat like an office
bulletin board: you create objects and "tack" them on the screen
at the desired position. You can then move them, edit them, or
delete them. The following keys allow you to navigate around the
Formatting Window:
-14-
Formatting Window - Navigation Keys
Key Result
---------- ----------
cursor down down one line
cursor up up one line
cursor left left one column
cursor right right one column
PgDn down ten lines
PgUp up ten lines
Home move to first column
End move to last column
Tab left 15 columns
space insert one column
Del delete one column
Ctrl-Enter insert one row
Ctrl-Y delete one row
Three kinds of objects can be placed upon the Input Window:
text, data fields, and calculations. The commands which deal
with each of these objects are discussed below.
enter TEXT <Alt-T>
Text is included on your input screen to provide
information for the person doing the data entry. The most common
example is the field description which accompanies each data
field in the sample databases. If you are creating a system for
use by someone else, you might also use the Text command to enter
basic information about the command keys ("Use <Alt-Q> to Quit,
for instance), so that person doesn't have the consult the Help
window.
To place text objects on your screen, move the cursor to the
location where you wish the first character of the text string to
appear. Then press <Alt-T> (or, alternatively, <F1> and <T>). A
window will pop up, into which you can enter up to 50 characters
of text. When you press <Enter>, the text string will appear on
the screen. If you press <Alt-T> by accident, just press <Esc>.
enter a NEW field <Alt-N>
To add a new field to your database, move the cursor to the
appropriate position and press <Alt-N>. A window will appear
which requires you to enter several items of information:
o Field Name. Field names may be up to ten characters.
The first character must be a letter. The other nine
characters can be letters, numerals, or the underscore.
Spaces are not allowed within a field name, just as they
are not allowed in file names. The underscore is often
used in their place (e.g., HOME_PHONE).
-15-
o Data Type. The four data types are discussed in the
previous section on database concepts. They are
Character, Numeric, Date, and Logical.
o Field Length. If you select Date or Logical as the data
type, the field length will be assigned automatically. If
you select Character or Numeric, you must specify the
length. This should be the length of the longest entry
you will make in that field (you can change the length
later if you need to).
When selecting the length for a numeric field, remember
to include one position for the minus sign (if you will
be entering negative values) and one position for the
decimal point. You will also get a prompt asking for the
"# of decimals". Enter the number of digits that should
appear to the right of the decimal point.
Selecting a length for a character field is straight-
forward. However, if you create a character field of
more than 60 spaces, you will be unable to see the entire
contents of the field at once. The screen is simply not
wide enough to display very long fields, and to read or
edit them you will have to use the cursor to scroll to
the right. Within the Formatting Window, these fields
will appear as if they are only 60 characters in length,
even though more space is allocated within the database.
o Input Restriction. It is also possible to place very
specific restrictions upon the data being entered. These
restrictions can be used to force the data into a
particular form (e.g., all capital letters) or to prevent
the entry of erroneous values. Input restrictions are
discussed in more detail a little bit later.
enter a CALCULATION <Alt-C>
The third kind of object which can appear in an input window
is a calculation. Calculations are expressions of some data type
(see Appendix B, Functions and Formulas), usually involving one
or more data fields.
One example of a calculations is found in the CALENDAR. It
is helpful, in an appointment calendar, to know the date of the
week corresponding to each event. In this case, we have used the
following function:
CDOW(DATE)
This displays the date of the week (as a character string)
corresponding to the field DATE in that record.
-16-
Another common use is to show totals or percentages. If
your database involved retail purchases, you might wish to have a
calculation which would display the appropriate sales tax on
screen (.07*BASE_PRICE, if the tax rate were 7%), or the total
purchase price (1.07*BASE_PRICE).
MANIPULATING OBJECTS
After you have created fields, calculations, and text
strings, you will undoubtedly wish to manipulate them. By
manipulate we mean change them, move them, or get rid of them all
together. The formatting window has commands which allow you to
perform all three of these tasks.
EDIT an object <Alt-E>
To revise an existing object, move the cursor to some point
on that object and press <Alt-E>. The appropriate window will
pop up to allow you to make changes in the field, calculation, or
text string.
If the object is a field, however, there are limitations as
to the changes you can make. Only the field length (including
the number of decimals, if it's numeric) and input restrictions
can be changed. The field name and its data type cannot be
altered. If you need to change either of these attributes, you
must kill the field and create a new one.
Which brings us to the next topic.
KILL an object <Alt-K>
To kill an existing object, move the cursor to that object
and press <Alt-K>. Text and calculations will be deleted
automatically. For data fields, however, a window will appear
which will require you to confirm your intentions.
DRAG an object <Alt-D>
To move, or drag, an object to another location in the
formatting window, move the cursor to that object and press
<Alt-D>. The object will begin to blink.
Move the cursor to the place where you wish the first
character of the object to appear and press <Enter>. The screen
will be repainted with the object at its new location.
To abort this process after you start to Drag an object,
press <Esc>.
-17-
RESTRICTING INPUT
At the time you create (or edit) a field, you will be asked
whether or not to create (or modify) an input restriction.
If you answer "YES", Pirouette will give you a choice of three
ways to do so: LIST, MASK, and RANGE. A fourth choice, NONE,
allows you to remove an existing input restriction.
Each of the three methods is described below:
List
Restricting input by List connects that field to a
corresponding field in another database. Only values which
already exist in the second database may be entered into this
restricted field. As mentioned in the introduction, this is a
very powerful tool for preventing data entry error.
When you select List, a menu will pop up displaying all
other databases in the current DOS directory. Select one from
this list. Still another menu will pop up listing the fields in
that database, so that you can select the appropriate field.
Needless to say, this requires you to either create the
restriction database first, or else come back later and edit the
field to create the restriction.
An example of a List restriction is found in the ROLODEX.
Here, the field RELATNSHIP is restricted to a field of the same
name in the database LISTS. LISTS is simply a three-record list
containing the values Customer, Vendor, and Personal. Thus, only
these three values can be entered into the Relationship field in
the ROLODEX (unless, of course, you add other records to the
list).
Mask
A mask allows only certain characters to be entered into
certain places within the field. A variety of template symbols
and functions are used, each of which is described in Appendix B.
(If you're a user of dBASE, you'll be pleased to know that the
same symbol system has been used.)
Just to whet your appetite, though, here are a couple of
examples. The template symbol # restricts input to only numerals
or spaces for that particular character. Thus, a mask for a
telephone number field might look like this:
###/###-####
If you wished to restrict input to all capital letters, you
would use the ! function:
@!
This topic is covered in depth in Appendix A.
-18-
Range
The final type of input restriction is by range. This is
most commonly used for Date fields, though it can also be used
for Characters or Numerics. When Range is selected, you will be
asked for an upper and lower limit. Only values between those
limits will then be accepted.
If you wanted to ensure that all checks entered into your
check register were from 1990, for instance, you would just
restrict by range, with the lower limit being 1/1/90, and the
upper limit being 12/31/90.
RELATING DATABASES
Creating a relational database structure, as discussed in
the section on Database Concepts, is no more complex than
creating the individual databases. Merely specify the same
Name, Type, and Length for the common field when you create the
related databases (in our sample databases, CHECKREG and PAYEES,
this common field is PAYEE_NAME).
Methods for entering data into related databases, and for
printing that data out on reports, will be described as we go on.
SAVING THE NEW DATABASE
To close the formatting window and return to the opening
menu, press <Alt-Q>. If you have made changes to the database
structure (i.e., the fields themselves), you will be asked
whether or not you wish to save the new structure. If you answer
"NO", the original database structure, along with any data in
your database, will be preserved.
If you answer "YES", and you have killed fields which
previously existed, the data which was stored within those fields
will be discarded with no chance of recovery.
-19-
MANUAL4.TXT
DATABASE MAINTENANCE
To enter data, select VIEW from the opening menu. Once
VIEW is selected, a list of existing files will appear. When you
select a database, the corresponding Input Window will appear.
The record which appears initially will be the last record
entered. You may or may not have any interest in this record;
Pirouette simply moves to this place in the file as an arbitrary
starting point.
CURSOR MOVEMENT
The following keys are used to navigate within the Input
Window, moving from field-to-field and from record-to-record:
Input Window - Navigation Keys
Key Result
----- ----------
Enter next field
Tab next field
cursor down next field
cursor up previous field
Ctrl-End last field in the window
Ctrl-Home first field in window
PgDn next record
PgUp previous record
Ctrl-PgDn last record in the database
Ctrl-PgUp first record in the database
" repeat the last entry
If you are already at the first record in the database and
press <PgUp>, a low-pitched tone will sound informing you that
you are attempting to move past the beginning of the file.
Similarly, a tone will sound if you press <PgDn> when you are at
the end of the file.
DATA ENTRY
add NEW record <Alt-N>
When performing entry of new data, the first thing you will
need is a blank input window. To call up a blank window, press
<Alt-N>. This is analagous to adding a new, blank index card to
your card file. The new window will show only blank spaces and/or
zeros. If you do not create a blank window for each new record,
you will write over existing data, erasing the old information.
-20-
NOTE: If you quit (or open a second window) when a blank
window shows on the screen, you will have a blank record
stored in your database. If you print a report when a blank
record exists in your database, the record will show up as a
blank line (or lines) on your report.
key entry
To enter data in a field, simply move to that field and type
in the relevant information. The data will be permanently
recorded in the database as soon as you move to the next field.
The simplest method of performing data entry is to key in the
data, then press <Enter>. The cursor will then automatically
move to the next field. If you begin to key the wrong information
in a field, press <Esc>. The field will then be restored to its
original value. This is known in the trade as an "oops" key. If
you discover an error after moving into another field, return to
the previous field and type over the errant information. Remember
that typing over a field alters an existing record; the new
information will be stored in its place when you exit the field.
the ditto feature <">
Because data entry is often repetitive, Pirouette has a
"ditto" feature to reduce key entry. Suppose you have written
several checks on the same day, which you wish to enter into the
CHECKREG database. Enter the first record normally. Then create
a blank record to hold the second entry. For the second record
it is not necessary re-enter the date. Simply move to the
CHECK_DATE field and press <"> (the ditto, or double- quote
mark). Pirouette remembers the value you previously entered and
will place it in this field. You can then either accept this
value (by pressing <Enter>, <Tab>, etc.), or discard it by
pressing <Esc>.
When you first open an Input Window, the ditto feature is
programmed with the values of the last record entered into the
database. The ditto feature works with fields of any data type.
fields restricted to lists
If, during the creation of your database, you specified that
a field should be restricted to a list, you have another
opportunity to reduce key entry.
When you enter something into the restricted field,
Pirouette will consult the list (the corresponding field in the
other database), to see if that same entry exists. If it does
not, a window will pop up showing the allowable entries. Use the
cursor to highlight the appropriate entry and press <Enter>. The
value from the list will be entered into the field.
-21-
The crucial thing to realize, however, is that the list item
which is initially highlighted is determined by whatever you have
keyed into the data field. For instance, if you are entering
records into the CALENDAR database, when you come to the field
EVENT_TYPE, it is not necessary to type the entire value. If you
type "per" (or "pe", or just "p") and press <Enter>, the list
window will appear, with the entry "Personal" already
highlighted. Then you can press <Enter> again to complete the
entry. In other words, in any list-restricted field, you greatly
simplify your data entry by typing just enough letters (or
numerals) to pinpoint the correct entry in the list, and then
accepting that entry.
HINT: Here's a quick way of adding to a list, without
exiting from the current window to the main menu: (1) Enter
the new value into the database as if the field were
unrestricted; (2) BEFORE pressing <Enter>, press <Alt-O> and
select the database containing the restriction list; (3) You
will be told that there is no corresponding entry in the
second database, and be asked if you wish to add one. Reply
YES; (4) the second database will be opened, with a record
containing the new list entry. Press <Esc> twice to return
the the first window. For more on this, see the section on
Working With Multiple Databases.
JOTTINGS <Alt-J>
Pirouette also allows you to add free-form comments, or
"jottings", to your records. When you press <Alt-J> (or <F1><J>)
the jottings window will appear. You can type your comments into
this window for later review. The contents of the Jottings
window are unique for each record.
No provision is made in this version of Pirouette to print
the Jottings, nor can you perform a search based on the
information in this field. Jottings are strictly online notes to
yourself or other users.
TECHNICAL NOTE: The jottings are actually a DBASE memo
field, the contents of which are stored in a separate file,
with a .DBT file extension. Consequently, each database
will actually have up to three files associated with it: the
.DBF file, a .WDW file, and a .DBT file. Pirouette creates
the .DBT file when you create or modify the database
structure. Thus, the Jottings window will not be available
if you are working with an unmodified .DBF file created
with some other program.
-22-
KILL record <Alt-K>
The "Kill" command deletes the record currently showing in
the Input Window. After pressing <Alt-K>, you will see the
message, "Do you wish to delete the current record?". A YES
will carry out the command, a NO will cancel it. This reduces
the chance of deleting a record by accident.
<Alt-K> only allows you to eliminate one unwanted record at
a time. It is also possible to delete an entire group of records
at once. This is known as Purging and will be discussed in the
section on Advanced Data Manipulation.
SEARCH and Sort <Alt-S>
To find a specific record, press <Alt-S>. A blank Input
Window will appear. It is easily distinguishable from a normal
Input Window because the colors are reversed. Move to the field
you wish to search on and enter the value you wish to search for.
For instance, if you wish to search for check #278 in the
CHECKREG database, move to the CHECK_NO field, type 278 and press
<Enter>. A couple of things will happen. First, Pirouette will
quickly sort all of the records according to the designated data
field. Second, it will move to the first record which contains
the value you are looking for.
It may be that several records meet this condition and the
one you see is not the one you want (as would happen if you were
searching on the PAYEE field instead of CHECK_NO). Since the
records are now sorted, use the <PgDn> key to scroll through the
records until you find the one you need.
If Pirouette finds no records which meet the specified
condition, it will move to the record which would have
immediately followed the desired record if it had existed). It
will also display a message that no records conform to its search
instructions. For example, if there was no check #278, it would
move to check #279.
The data will continue to be sorted according to the search
field until another search is conducted. If you wish to return
the data to its original, unsorted condition, open the Search
window and just press <Enter> repeatedly, going through all the
fields.
Note that when you search on a character field, Pirouette
does not distinguish between uppercase and lowercase letters.
-23-
ALTERING THE DISPLAY
DRAG window <Alt-D>
In certain instances, particularly when you begin working
with multiple databases, you will wish to move the Input Window
around on the screen. To do this, press <Alt-D>. The border
surrounding the window will begin to blink. Move the cursor to
the place where you wish the upper left-hand corner of the window
to appear, then press <Enter>. The window will now appear in
its new location.
In combination with the Open command <Alt-O>, this feature
can be used for viewing multiple records at the same time. More
on this in the section on Working With Multiple Databases.
BROWSE <Alt-B>
Speaking of viewing multiple records, there are many
instances when it is preferable to view your data in a
columnar-type layout, rather than one record at a time. To view
the records this way, press <Alt-B>.
In Browse mode, the navigation keys work somewhat
differently. Below is a table of the applicable keys:
Browse Mode - Navigation Keys
Key Result
----- ----------
cursor right next field
cursor left previous field
cursor down next record
cursor up previous record
Home first column on screen
End last column on screen
Ctrl-Home leftmost column
Ctrl-End rightmost column
PgDn down one screen
PgUp up one screen
Ctrl-PgDn the last record in the database
Ctrl-PgUp the first record in the database
<Alt-E> Edit the current field
Pay particular attention to the Edit command (<Alt-E>). If
you wish to edit an existing field value beginning with something
other than the first character, you must press <Alt-E>.
Otherwise, Pirouette assumes that <cursor-left> is an instruction
to move to the next column, rather than to move to the next
character within the current column.
To switch the Browse mode off and return from Browse to
the normal Input Window, press <Alt-B> again.
-24-
USING BUFFER FIELDS
As previously mentioned, data entry is often a highly
repetitive task. The ditto feature is one device which allows
you to reduce repetitive key entry; buffers are another.
Pirouette has a series of ten "Buffer Fields", which allow you to
temporarily store items of information and then copy the
information from the buffer to a data field.
You might think of the buffers as a temporary database with
ten fields. The fields may store data of any type, depending
upon your immediate needs. The following commands control the
buffers.
WRITE to a buffer <Alt-W>
To enter information into one of the buffer fields, move to
the field which contains the information to be stored. Then
press <Alt-W>. A window will appear, showing the data currently
contained in the ten fields (this allows you to see which buffers
are empty and which are full). You may then select a buffer
using one of two methods. The fastest way is to press one of the
numeral keys, 0-9. Alternatively, you may use the cursor keys to
highlight the desired buffer, and then press <Enter>.
READ from a buffer <Alt-R>
To retrieve information from one of the buffer fields,
move to the field where you wish to place the data, then press
<Alt-R>. The buffer window will appear, displaying the current
contents of each buffer. Select the appropriate buffer, either
numerically or with the highlight. The information will then be
displayed in the blank field.
NOTE: When you read from a buffer, the data is simply
copied from the buffer field, not erased. The same
information will remain in a buffer field until you either
exit Pirouette completely, or write something else into that
same buffer.
CALCULATOR <Alt-C>
Pirouette includes a pop-up calculator which can simplify
many tasks -- particularly when used in combination with the
buffer fields. For instance, if you must do some mathematical
computation, you can use the on-screen calculator, write the
result to a buffer, then read from the buffer to the desired
field. When the calculator is activated, you will be asked to
select one of four types of computation:
-25-
o FORMULA. This can be any type of formula using the dBASE
functions and operators. This can be a simple
mathematical function such as 7*133, or a complex formula
using functions and character strings, such as
UPPER(SUBSTR(PAYEE,1,10)). See Appendix B, Functions and
Formulas, for detailed a explanation of allowable
calculations.
o COUNT. This returns a count of the number of records in
the current database. This count will respect any Filter
which is in effect (see the next section on Advanced Data
Manipulation).
o SUM. This returns the sum of the values in a numeric
field. Like COUNT, the sum respects any active filter.
o AVERAGE. This returns the average of the values in a
numeric field, respecting any active filter.
If you wish to transfer the result of a calculation to a
field, first Write it to a buffer, then exit the Calculator
window (by pressing either <Enter> or <Esc>), and then Read the
value from the buffer into the appropriate field.
CONCLUDING A DATA ENTRY SESSION
QUIT <Alt-Q>
When you have finished your data entry session, press
<Alt-Q>. This will return you to Pirouette's opening menu.
-26-
MANUAL5.TXT
ADVANCED DATA MANIPULATION
APPEND records <Alt-A>
Pirouette allows you to append (add on) records to the
active database from another file. This may be either another
.DBF file or an ASCII file.
The current version of Pirouette does not allow data to be
translated directly from other programs such as Lotus, which
store data in a different format. However, the key word here is
"directly". Any software package worth its salt will have some
capability to write data to an ASCII format file -- also referred
to as a Text file. For instance, to translate from Lotus, one
simply has to arrange the data in its appropriate format, print
it to an ASCII text file and use the Append command to read the
data from the Text file.
When the Append command is issued, you will be prompted for
a file name. If you wish to see a list of files, use the DOS
wildcards. For instance, to see all the files in your \WORDSTAR
directory, enter \WORDSTAR\*.* as the file name.
You will also be prompted for a file type. The three file
types are .DBF, ASCII Columnar, and ASCII Delimited.
If you select .DBF format, Pirouette will append all
records from that database file. However, it will only append
from fields which have the same name as fields in the active
database. For example, if the active database contains the
fields NAME and WORK_PHONE, and the database being appended from
contains the fields NAME and PHONE_NO, only the field NAME will
be captured.
If you're dealing with an ASCII Text file, the process is a
little more complicated. First off, data in a Text file may be
formatted two different ways, so you'll have to tell Pirouette
how that data is organized; either columnar or delimited.
Columnar means that the data is arranted in columns, so that
every field has the same width within the Text file. Consider a
database containing lifetime home runs by major league baseball
players:
HENRY AARON 755
BABE RUTH 714
WILLIE MAYS 660
FRANK ROBINSON 586
HARMON KILLEBREW 573
REGGIE JACKSON 563
This format is most useful when appending data originally
created with a spread sheet program.
Delimited, on the other hand, is useful when importing data
created on a word processor. Delimited means that a comma is
used to separate the fields:
-27-
HENRY AARON,755
BABE RUTH,714
WILLIE MAYS,660
FRANK ROBINSON,586
HARMON KILLEBREW,573
REGGIE JACKSON,563
One problem with delimited ASCII occurs when a comma is
itself part of the field (suppose we had listed the players names
last name first, such as AARON, HENRY). In this case the string
must be enclosed in quotes (i.e., "AARON, HENRY") or it will be
treated as two items of data.
Dates also need special treatment. When you append a date
from an ASCII file, Pirouette expects it to be in the format
YYYYMMDD. That is, the date July 4, 1776 must be written as
17760704 in order to be appended properly.
Logical fields may be listed as T,t,Y,y for affirmative
values, and F,f,N,n for negative values.
Once you have designated the format of your data, you must
indicate which fields will be receiving the data. At this point,
a window will appear which accepts up to twenty field names. (As
an alternative to typing in the field names, <Alt-L> will display
a list of the fields in the active database for your selection.)
When you have selected all the desired fields, press <PgDn> and
the append process will begin.
When Pirouette is through appending, a tone will sound,
and you will be returned to the Input Window. The appended data
is then a permanent part of your database.
FILTER data <Alt-F>
The filter command causes Pirouette to behave as if only
certain records in the database were present; namely, those
conforming to the filter condition. This command is
particularly important because it works with the Update and Purge
commands.
To illustrate, suppose we open the ROLODEX and set the
filter condition as:
STATE="CA"
Pirouette will behave as if the database contains only the
records of people who live in California. This filter condition
will stay in effect until you either close that database or use
<Alt-F> to explicitly remove the filter.
For more information about formulas which can be used as
filter conditions, see Appendix B, Functions and Formulas.
Whenever a filter condition is in effect, the word Filter
will appear in the top left corner of the screen.
-28-
PURGE database <Alt-P>
The Purge command is used to delete a group of records from
the database, in contrast to Kill, which eliminates only one
record at a time.
Purge works closely with the Filter command. Once a Filter
has been set, Purge deletes all records which do not meet that
filter condition. For example, if the filter condition is
LAST_NAME<>"JONES" and a Purge command is issued, Pirouette will
delete all records where the last name is JONES. Since this
offers the potential to delete large portions of your database,
you will be asked for confirmation before the command is
executed.
TIP: Because Purge works with a Filter, you can set the
Filter condition and then Browse your database to be sure
that the Filter is correct before you issue the Purge
command. This method provides a high degree of protection
against accidental deletion of data.
UPDATE records <Alt-U>
On some occasions, you may wish to change the information
in a certain field for an entire group of records. To do this,
first activate the appropriate Filter, so you are working with
only the appropriate "sub-set" of your database. Then press
<Alt-U>.
You will be prompted for the name of the field you wish to
update. You will also be asked for a formula to substitute for
the current value.
Frequently, this "formula" may be a single, constant value.
If the field in question is a character field, simply enclose the
desired value in quotes (e.g., "SMITH").
A more complicated example would be when you wished to
transform existing character data which is currently in upper/
lowercase, to all uppercase. If the field were called LAST_NAME,
you would update the field, with the following formula.
UPPER(LAST_NAME)
Again, for more information on using formulas, see Appendix
B, Functions and Formulas.
-29-
MANUAL6.TXT
WORKING WITH MULTIPLE DATABASES
When dealing with several interrelated databases, you often
need to consult one while you're working with another. Pirouette
offers a way to do this without exiting to the main menu.
Moreover, using this feature, Pirouette will automatically go
directly to the record you need, without the extra step of
performing a Search.
OPEN another database <Alt-O>
When you press <Alt-O>, a list of the .DBF files in the
current directory will appear. The current database will also
appear on this list and may be selected. You can, in effect,
open the same database more than once. This allows you to view
several complete records from the same database at the same time,
as an alternative to Browse. This can be very helpful when you
think your database might contain duplicate records.
If you select a different database, however, one of three
things will happen:
o You will be told that there are no common fields between
the two databases;
o You will be told that there is more than one common
field and asked to select one;
o Pirouette will find only one linking field and attempt
to open the new input window.
Assuming that Pirouette does attempt to open the new window,
there is no guarantee that it will find a corresponding record in
the new database. Let's examine the following situation.
Open the PAYEES database. Move to the record for "DeMars
& Tilley". Press <Alt-O> and open the CALENDAR database.
If there were no checks issued to "DeMars & Tilley", you
would receive the message "No Corresponding Records Found". You
are also asked if you wish to create a new record. If you reply
"Y", a new record will automatically be created in which the
PAYEE_NAME is "DeMars & Tilley".
If a corresponding record IS found, the new window will be
opened with that record displayed. Also, a filter will be placed
on the data, so that only the matching record(s) are immediately
available. You may use <Alt-F> to remove this filter, if
desired.
-30-
HINT: Using the Open command in this manner is an
alternative method of establishing a filter condition.
In many instances, it is quicker and simpler than using
the Filter command and explicitly typing out a filter
condition. This technique is often referred to as
"zooming" in on a record.
Another result of moving from one database to another is
that the common value (i.e., the value of the field which links
the two records) will be written into Buffer 0. This can be
helpful if you wish to create several corresponding records.
Closing a Window
If you have opened a second window and you wish to return to
the first window, press <Esc> twice in rapid succession. The
current window will be closed and you'll be returned to the one
immediately beneath it.
Pirouette allows you to open up to 25 windows.
-31-
MANUAL7.TXT
GENERATING REPORTS
Pirouette's report generator is extremely powerful, enabling
you to design virtually any report you wish. You can declare
"zones" for the information you wish to print, such as at the top
of every page. You can also work with several databases in the
same report, "looking up" information from database other than
the primary one when necessary.
When you select GENERATE Reports from the opening menu, you
will then be given a choice of the existing report specifications
and "New Spec". If you select "New Spec", you will be prompted
for a file name. Spec file names follow the same rules as
database file names (see Creating a Database).
Regardless of whether you select an existing spec or a new
one, the Report Parameters window will appear.
REPORT PARAMETERS
The Report Parameters window is where you specify both the
physical information about the printer and paper size you will be
printing on, and the scope of the information to be included.
The specific parameters are as follows:
PRIMARY DATABASE. One way to think of the primary database
is as the one which will be contributing most of the
information to the report. A more literal definition would
be "the database containing the fields you wish to sort on."
To see a list of the available database files, press
<Alt-L>.
SORT FIELDS. Pirouette allows you to declare up to three
fields on which to sort your primary database, for the
purposes of this report. To see a list of the fields in
your primary database, press <Alt-L>.
FILTER CONDITION. This is a logical expression, just like
that used when filtering the database under VIEW and Revise
Data. See Appendix B for rules and regulations about these.
PAGE LENGTH. The number of lines on the page. This will
usually be 66, unless you're on a laser printer, in which
case it will probably by 60. If you're printing labels, it
will depend upon the size of the label. 1" labels will be
6 lines long, 1.5" labels will be 9 lines, and so on.
TOP & BOTTOM MARGINS. The number of lines to use as margins
on the top and bottom of the page/label.
-32-
PAGE WIDTH. The total number of spaces across on your
paper. This will, of course, depend on the size type you
use. If you are printing 10 cpi (characters per inch),
normal size paper will give you a width of 85. If you're
printing 12 cpi, you width will be 102.
LEFT & RIGHT MARGINS. The number of blank spaces on either
side of your report. Again, this will depend upon the size
type you use. At 10 cpi, a left margin of 15 will give you
an actual margin of 1.5".
PRINTER SETUP STRING. A character string to initialize your
printer to the desired type style. This is specified in the
same way that Lotus specifies setup strings: \### signifies
ASCII character ###, other characters signify themselves.
For instance, if you wished to print bold face on an Epson
printer, you would want to send the printer the Escape
character (ASCII code 27), followed by a capital letter
"G". This would be specified as:
\027G
More involved printer control is possible within the report
itself; something which is discussed later in this chapter.
OUTPUT DESTINATION. The name of a DOS device or file.
Allowable devices are PRN, the parallel ports LPT1, LPT2,
and LPT3, and the serial ports COM1, COM2, and COM3.
(Depending upon the configuration of your system, not all of
these ports will be available.) To send the output to a
text file, just specify the name of the file, including the
drive and directory.
After you have specified all applicable parameters for the
report, just press <Alt-G> to Go -- that is, to begin printing
the report. The report can be aborted during generation by
pressing <Ctrl-Break>.
Before you run the report, though, you will probably want to
design it; i.e., declare the items you want included. This topic
consumes the balance of this chapter.
THE REPORT EDITING WINDOW
To create the actual report design (or Edit the layout of an
existing report), press <Alt-E> from the Report Parameters
window. This will open the Editing Window.
The Editing Window has few differences from the
Formatting Window used to create the input screens. One
difference is that the window scrolls both vertically and
horizontally, so that you can create reports which are
longer or wider than the computer screen. There are also a
few additional commands available.
-33-
The cursor control commands, however, are virtually
identical to those in the input window, with the exception of the
added "scrolling" keys:
Editing Window - Navigation Keys
Key Result
---------- ----------
cursor Down down one line
cursor Up up one line
cursor Left left one column
cursor Right right one column
Ctrl-Left scroll left ten columns
Ctrl-Right scroll right ten columns
PgDn down ten lines
PgUp up ten lines
Home move to first column
End move to last column
Tab left 15 columns
space insert one column
Del delete one column
Ctrl-Enter insert a new line
Ctrl-Y delete the current line
change print ZONE <Alt-Z>
As mentioned above, each line of the report has an
associated "Print Zone". These zones are indicated to the left
of each line in the report. Print Zones allow you to control
when each line is printed. The choices are:
Intro Print only at the beginning
of the report
Header Print at the top of each page
Body Print once for every specified
record
Footer Print at the bottom of each page
Sub-3 Print whenever the tertiary sort
field changes in value
Sub-2 Print whenever the secondary sort
field changes in value
Sub-1 Print whenever the primary sort
field changes in value
Total Print at the end of the report
-34-
Pirouette will allow the zones to appear only in this same
order, although you may omit any given zone for a particular
report. In fact, the way to get a summary report, showing only
totals with no detail, is to omit body lines from your report.
enter TEXT <Alt-T>
If you wish to add text to your report, move the cursor to
the desired location and press <Alt-T>.
LIST data fields <Alt-L>
To include a data field on your report, move the cursor to
the desired location and press <Alt-L>. A list of the databases
in the primary database will appear. If you select one of these,
a block will be places on the window to indicate where the field
will be printed.
You can also pick one of several other items from this List
window. These items are as follows:
Page #. Selecting Page # will make the page number of the
report appear. This is used primarily in headers and
footers.
PgBreak. PgBreak creates a page break in your report. This
is generally used in "Subtot" lines when you wish each group
of records to appear on a separate page.
Count. When placed in a Subtot line, Count prints the
number of records in the group which was just printed. When
placed in a Totals line, Count displays the total number of
records included in the report.
Lookup. The final option allows you to look up a value from
another, related database. When you select "Lookup", a
window will pop up listing the other databases in the
current DOS directory. When you select one of these,
another window will open, listing the fields in that
database. You will observe that the second database also
offers the option of "Lookup", enabling you to repeat the
process. In this way, you can look up one database, which
looks up another, which may yet look up another. One of
Pirouette's unique features is that it allows you to use
data which is up to three levels distant from your primary
database.
-35-
enter a CALCULATION <Alt-C>
Just as you can display the result of a calculation on the
input window, you can display the result of a calculation as part
of the report. Report calculations are even more powerful, in
fact, because you can create formulas using fields from several
databases.
As you build your formula, you can press <Alt-L> to see the
same field list described above -- including the choice of
"Lookup". This will place a Lookup() function into your formula.
(Don't worry about the syntax of this function, just use <Alt-L>
whenever you need to include it.)
In general, though, report calculations just follow the same
rules as all Pirouette expressions (described in Appendix B).
HINT: If you wish to include the date on your report, just
create a calculation consisting of DATE(). This function
returns your computer's system date in the format MM/DD/YY.
If you'd like the date written out, use a more complicated
formula:
STR(DAY(DATE()),2) + " " CMONTH(DATE()) + " " +
STR(YEAR(DATE()),4)
You can use another function, TRANSFORM(), to format numeric
output. See Appendix B.
EDIT an object <Alt-E>
To edit an existing piece of text or a calculation, move the
cursor to the appropriate piece of text and press <Alt-E>.
Everything in the report window, incidentally, is either text or
a calculation. When you press <Alt-L> to include an isolated
field, the field is still regarded as a calculation, albeit a
simple one.
KILL an object <Alt-K>
To remove an existing field or piece of text from the
report, move the cursor to that object and press <Alt-K>.
DRAG an object <Alt-D>
To move an existing field or piece of text to another
location, move the cursor into the object and press <Alt-D>. The
object will begin to flash. Move the cursor to the desired
location and press <Enter>. You may use <Ctrl-Left> and <Ctrl-
Right> to scroll the screen left or right during this process.
-36-
Totals and Subtotals.
Numeric fields or calculations show a special behavior when
placed in a Subtot or Totals line. What appears on the report is
not the value for the current record, but a subtotal or total for
the designated field.
If a non-numeric field is placed in a Totals or Subtot line,
the value displayed will simply be the value of the last record.
QUIT report edit <Alt-Q>
When you are satisfied with the appearance of your report,
press <Alt-Q>. This will exit the editor and return you to the
Report Parameters window.
GETTING FANCY
Using the CHR() function, it is possible to create
remarkably complex reports, utilizing different fonts,
bold-facing, italics, etc. The only real limitations, really,
are your level of effort and imagination.
Suppose you wish to have your Intro in bold, with the rest
of the report in regular typeface. If you're using an Epson or
Epson-compatible printer, just create a Calculation at the
beginning of the Intro, using the following expression:
CHR(27)+"G"
Because Esc-G is the character sequence which causes an
Epson printer to begin printing double-strike, all further
characters will be printed bold. Then, at the end of the Intro
section, create another calculation to cancel the double-strike
printing. The character sequence for this is Esc-H, which would
be coded as:
CHR(27)+"H"
Now let's take it one step further. Suppose you have a
field (PROFIT, let's say) which you wish to print boldface when
it's negative, and in regular type when it's positive. You can
use the IF() statement in combination with CHR(), like so:
IF(PROFIT<0, CHR(27)+"G"+STR(PROFIT)+CHR(27)+"H", PROFIT)
If the PROFIT field is less than zero, this expression will
print the Esc-G (to begin double-strike), followed by the value
of the field PROFIT (converted to a character string, to avoid a
data type conflict), followed by Esc-H (to cancel the
double-strike). If PROFIT is greater than or equal to zero, the
field PROFIT is printed with no special printer controls.
-37-
MANUAL8.TXT
HOUSEKEEPING TASKS
The fourth choice from the opening menu, PERFORM
Housekeeping Tasks, deals with file management operations.
These are things like copying and erasing files. Each task
is described below:
Change Directory
If you are working with several sets of related
databases, you will probably wish to store them in different
DOS directories. By selecting Change Directory, you can
move to a different directory while within Pirouette,
without having to exit to DOS.
If you are working on a two-floppy system and wish to
change data diskettes, you will have to change from B:\ to
B:\. This sounds silly, but it will force Pirouette to read
the directory information from the new disk.
Specify Program Path
If you are working with databases in different
directories, another thing you will probably want to do is
designate a program path. This enables you to place the
help files (*.TXT) is a central location, such as C:\PIRO,
and be able to recall them even when the directory you're
working in is different.
Initialize Directory
As mentioned earlier, every DOS directory must be
initialized before it can be used by Pirouette. The
initialization process creates two files called XXXX.DBF and
XXXX.NTX, which are used to monitor the relationships
between the other database files.
If Pirouette ever seems to be displaying peculiar
behavior, re-initialize the directory. This will cause the
XXXX.* files to be rebuilt, which will solve most problems.
Even if it doesn't provide a cure, it won't do any harm.
Copy a Database
This task copies not only the .DBF and .DBT files,
which contains your data, but also the corresponding .WDW
file, which contains information on how to display that
-38-
file. You may use this tool to copy your database to
another disk or directory, or to create a duplicate of your
database under a different name.
Erase a Database
This tasks erases a .DBF file and its corresponding
.DBT and .WDW files.
Copy a Report Spec
Enables you to copy or duplicate a report spec.
Erase a Report Spec
Erases an existing report spec.
-39-
MANUAL9.TXT
APPENDIX A: MASKS
Masks, used for creating input restrictions, can consist of
two parts: functions and template symbols. Functions, which act
on the entire field, are listed at the beginning of the template
and are preceded by an @ symbol. Templates, which act on
specific characters in the expression being formatted, follow
this list of functions. Templates for numeric data also
determine the length of the display.
Seperate functions and templates with a space; e.g., @! XXX.
List of Function Symbols
------------------------
C Displays CR after a positive number
X Displays DB after a negative number
( Displays negative numbers in parentheses
B Left justifies input
Z Displays numeric zeros as blanks
D Displays dates in American format
E Displays dates in European format
A Limits display to alphabetic characters
! Displays all letters as uppercase letters
R Characters in template which are not template
symbols are added to the data for display
only and are not considered part of the
input value
Sn Limits display size to n characters. If the
item is larger than n, it will scroll
horizontally
List of Template Symbols
------------------------
9 Allows digits 0-9; also allows + and - signs
for numeric data
# Allows digits 0-9, blank, + and - signs
A Allows alpha characters A-Z and a-z
L Allows logical input only
Y Limits input to Y, N, y, n for character data
and logical data
N Limits input to A-Z, a-z, and 0-9
X Allows any character
! Displays lowercase letters as uppercase letters
$ Replaces leading zeros or blanks with $
(in numbers)
* Replaces leading zeros or blanks with * (in
numbers)
. Sets decimal position
, Displayed only if there is a digit to left
of the comma
-A1-
Directory of PC-SIG Library Disk #1747
Volume in drive A has no label
Directory of A:\
CALENDAR DBF 10675 8-27-89 9:44p
CALENDAR DBT 512 8-27-89 9:44p
CALENDAR WDW 2061 8-27-89 9:45p
CHECKREG DBF 333 8-28-89 5:07p
CHECKREG DBT 512 8-28-89 5:05p
CHECKREG WDW 1731 8-28-89 5:07p
CK_TYPE1 SPC 1266 8-28-89 5:34p
CK_TYPE2 SPC 1096 8-28-89 5:37p
DAILY SPC 1095 8-27-89 7:20p
DIRECTRY SPC 1309 8-27-89 7:08p
FILE1747 TXT 2073 12-19-89 11:07a
GO BAT 38 1-01-80 1:37a
GO TXT 617 1-01-80 1:22a
LICENSE BAT 132 8-27-89 9:44p
LICENSE TXT 6562 8-27-89 2:50p
LISTS DBF 212 8-27-89 6:53p
LISTS DBT 512 8-27-89 9:44p
LISTS WDW 1164 8-27-89 6:53p
MANUAL BAT 361 8-27-89 9:44p
MANUAL0 TXT 9119 8-18-89 11:35a
MANUAL1 TXT 10754 8-27-89 9:45p
MANUAL10 TXT 16769 8-18-89 11:50a
MANUAL11 TXT 5951 8-18-89 3:46p
MANUAL2 TXT 6858 8-18-89 11:38a
MANUAL3 TXT 16197 8-18-89 11:41a
MANUAL4 TXT 18708 8-18-89 11:43a
MANUAL5 TXT 8472 8-18-89 11:44a
MANUAL6 TXT 3827 8-27-89 9:45p
MANUAL7 TXT 16095 8-18-89 11:46a
MANUAL8 TXT 2983 8-18-89 11:47a
MANUAL9 TXT 2933 8-18-89 11:48a
MLABELS SPC 1108 8-27-89 7:14p
MONTHLY SPC 1111 8-27-89 9:44p
OUTSTAND SPC 1187 8-28-89 5:22p
PAID_TO1 SPC 1219 8-28-89 5:27p
PAID_TO2 SPC 1160 8-28-89 5:30p
PAYEES DBF 225 8-28-89 5:06p
PAYEES DBT 512 8-28-89 5:01p
PAYEES WDW 1171 8-28-89 5:06p
ROLODEX DBF 563 8-27-89 6:57p
ROLODEX DBT 1046 8-27-89 9:44p
ROLODEX WDW 2480 8-27-89 6:57p
TYPES DBF 775 8-28-89 5:17p
TYPES DBT 512 8-28-89 4:58p
TYPES WDW 996 8-28-89 5:17p
45 file(s) 164992 bytes
130048 bytes free