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Information about “FILEBASE”
If your data needs constantly drag you between your database and mail
list output, FILEBASE is the database for you. This powerful system
keeps data in mail list format. You'll never have to generate mail
list output again -- it's already there!
For technicians, FILEBASE is a variable-length fields data manager,
storing records in ASCII comma delimited format. This is the type of
file created by many versions of the BASIC language, sometimes referred
to as "MailMerge" format.
The files used by FILEBASE to maintain your database records can be
used directly by the letter-merge functions of most word processors
including: WordStar/Mailmerge, DisplayWrite, Multimate, Word, XyWrite,
PC-Write, and others.
FILEBASE's strong database capabilities work with any MailMerge file. --
even if it was created with some other program. Sort, merge,
split, and modify. Apply functions like restructuring, indexing,
appending new records, adding new fields, joining them, performing
calculations, and generating reports and labels. Comma delimited
format records can be converted to block format and vice versa.
Special sort features and full search capability is also supported.
Look for a record by number or use logical tests to find numbers. Wild
card searches are supported.
FBMANUAL.DOC
A BRIEF INTRODUCTION TO FILEBASE
DESCRIPTION
FILEBASE files consist of "comma delimited field records". A record
is a group of related items of information (fields) - one person's
'name,street,city,phone' would be a record with 4 fields. Each item
of information (name) is automatically separated from the next
(street) by a special comma separator. You will not see the commas or
be concerned about them. The importance of this method is that items
of information can vary in length within each field and from record to
record. Most other data managers separate fields from each other by
setting aside a certain number of character positions for each field.
These files can be used directly with most letter-merge software such
as MailMerge, Multimate, Word Perfect, Word, and others. Even pre-
existing comma delimited field record files can be processed directly
no matter how they were created. For example, dBase-II can make a copy
of its fixed length field files in comma delimited form. Pre-existing
block format field records can be converted to comma delimited.
FILE COMPATIBILITY
There is high degree of compatibility with programs written in BASIC.
This means that if you program in BASIC, the files that were created
with FILEBASE can be used by your programs. The data manager will
perform all the necessary processing so that you are not burdened with
writing input, update, sort, select, and other manipulation routines.
APPLICATIONS
FILEBASE is ideal for mailing lists, literature citations, membership
data, client lists, parts lists, keyword information and a host of
other applications because it can create and process items of
information even if they vary considerably in length from record to
record. You do not have to worry about how much space to allot for
every item of information as you do with other data managers. You can
enter long lines of information (up to 255 characters per field) and
output such information without it running off the paper or looking
odd on the screen.
FILEBASE can be used for mailing lists with great flexibility. Lists
with up to 40 items of information in each record can be produced and
any item can be selected for printing labels or envelopes, or line
listings including those that may have non-address type information
such as "identification number", "chapter & year", etc. FILEBASE
even sorts on the last name part of a full name field or a five digit
zip code part of the address line. There are features that print any
number of lines in 'label format' to use for bins, boxes etc.
FILEBASE VS. FIXED LENGTH FIELD DATA MANAGERS
There is an important difference between FILEBASE and classical data
management systems. Other systems require the user to pre-define a
formal structure for a file such as number of fields, their type and
length. Unless the definition has been very well pre-defined, some
field lengths may prove excessive (wasting disk space) and others too
small not allowing all data to be entered.
FILEBASE permits field lengths to vary and maintains random access
capability by means of a fixed total record length which can easily be
modified at any time without affecting individual fields. A formal
file structure is not necessary which makes it very easy to set up a
file. You need not figure out in advance how long each field has to
be. FILEBASE actually helps you to decide on an optimal record length
after you enter records.
When you create a file, records keyed in are variable length until
converted to fixed length which is required to use one particular
FILEBASE option. After you have made a reasonable group of entries
into the file and decide to convert to fixed lengths, the program
will tell you the length of the longest record up to that time. This
will help you to decide on a proper fixed record length.
Even if, after converting to fixed length, you come across an
unusually long entry, you can easily handle it by changing to a longer
record length. Once you convert to fixed length, or re-convert to a
longer length, the program will automatically keep new records the
same by padding them with blanks on the right side of the record. You
need not be concerned about the length of data you put into fields.
FEATURES
Files can be sorted, or sort/merged into one or separated into logical
subsets by various methods. Records can be located by a host of menu
driven methods including the familiar logical comparators (EQ, GT,
etc.), by searching for words or parts of words, or by record number
methods. Fields can be dropped, rearranged or new ones added.
Records can be printed individually or in logical groups continuously
or with pause for paper or label or envelope change. Format it to any
size label, index card or on whatever you can put into the printer.
Print line listings or fields under each other (sort of label format).
Print with or without field prompts, with or without record numbers
and add keyboarded comments to be printed. Change the information in
the fields and print the record at the same time, any number of times,
in any number of different formats to get what you want at the time.
There is comprehensive error trapping with immediate feedback for
unacceptable responses to prompts. Presence or absence of files is
verified and existing files are prevented from being accidentally
overwritten.
STARTING FILEBASE
With the FILEBASE disk in the logged-on drive, just type FILEBASE,
select an option from the menu, and answer the ensuing prompts.
Only those prompts are presented which relate directly to the
currently selected menu choice. Their sequence follows a logical
pattern which is easy to follow and understand. Most functions of
FILEBASE can be used without reference to the manual.
However, the manual includes a step-by-step tutorial that illustrates
each of the prompts in their order of occurrence. It is intended to
be used during actual processing of either your files or the practice
files that are on the FILEBASE disk. All possible responses are
outlined together with an explanation of the ramifications of each
valid choice. In addition to a discussion of what you can do, there
is frequently an explanation of how FILEBASE will handle your
instructions.
The tutorial follows the logic of the program because it was prepared
using actual portions of the source code. Whenever the program
branches to a subroutine, so does the explanation. In fact, the
actual source code was word processed to extract the prompts and
convert them to bold print and to additionally flag them with an
asterisk.
FILEBASE is not only menu and prompt driven but it has comprehensive
error trapping. For example, invalid characters in user entered file
names are located at the time that the name is entered. Existence of
input files is verified and output file names are checked to guard
against existing ones from being overwritten. Input file names are
checked against output file names and inappropriate entries result in
immediate feedback. All replies to prompts are verified for
acceptability as soon as they are entered. Repetitive operations use
a single keystroke (return not required). Lower or upper case can be
used in reply to most prompts.
If you use an existing file, FILEBASE will find out how many fields
there are in the records. It is not necessary for you to remember the
number of fields or their sequence before you start. FILEBASE will
display as many records as desired with each field numbered so that
you can decide what fields to use for the various processing options.
If you decide to merge two files, FILEBASE will tell you if the number
of fields in the two files are the same. It will tell you whether the
file you are processing is comprised of fixed length records or
variable length ones, how many records there are, and the length of
the longest record.
CREATING A NEW FILE
You can create a new file, decide on how many fields (items of
information) it will have (up to 40), and assign names to be displayed
as prompts for date entry. Designate a file name. Blank fields are
displayed so that you can assign prompts (field names) to be used for
data entry. During the data entry process, the prompts assist in
entering information. See page D-14 under GLOBALS for codes you can
assign to represent repetitive items of information.
When you are through entering data, prompts can be stored under any
file name you assign. To differentiate prompt files from data files,
one can use the name of the data file but have the suffix something
like .PMT. Prompts can be recalled for use in appending data to this
or any other file that has the same fields in the same sequence.
When you create a file and key in records, they will be variable
length ones. Each will be only as long as the characters you keyed
(plus comma delimiters added by the program). After keying in a group
of records, FILEBASE will be able to tell you the length of the
longest record up to that point and allow you to make and informed
judgement on what length to use when converting to fixed. You do not
have to decide on individual field lengths.
The general concept of maintaining files is that once the file has
been converted to fixed record lengths, it becomes the master file
with the records kept in what is referred to as "arrival sequence".
If a sorted report is needed, the file is sorted to an output file to
be used for the report. To save disk space, one can output variable
length records. The sorted file can be held until new records which
are added to master file make the sorted file obsolete.
The process of creating a new file is so simple (because a formal
structure with field lengths and types is not needed), that one can
easily setup temporary files to later be merged with more permanent
ones. For example, when new FILEBASE users are entered into a file,
it is a new one created weekly to be merged later into the master.
Creating a new file is so easy that it even is worth while to create a
new file for just one record. How about the name and address of your
mortgage company if they do not provide self addressed envelopes.
Enter the one address (or others if applicable), then use Option 4 to
print 12 copies of each record on business envelopes. Give the tab
position as 48, number of lines to skip as about 10, and insert the
envelope to the desired depth. The address will print and eject
because of the 10 line feeds. You can have a years worth of envelopes
for each address entered in less than 5 minutes.
The file you create is not cast in concrete so you do not have to plan
for every eventuality. Later, if you discover a new field is needed,
add it with Option 5, fill it in with data with Option 8 or 9 and you
can also move it to a different spot in the record with Option 8 and
at the same time drop fields you no longer need.
CONVERSION TO FIXED LENGTH RECORDS - Fields Remain Variable Length
OPTION 10 is a direct method for converting variable length records to
fixed for use with OPTION 9-UPDATE & SEARCH. Options 1, 2 or 3 can
also output fixed length, however these 3 can also convert fixed back
to variable as well. The latter could be useful if, after having
converted to fixed length you find that a shorter length would
suffice. You first convert your fixed length records back to variable
and then convert back to a shorter fixed length. If you have no
reason to sort, use OPTION 2 because it will be faster.
If select/exclude testing is not required and you wish to output the
entire file of records, specify a test that is sure not to exclude
any records but will serve merely to change record lengths. (Ex. Test
against a LAST NAME field and EXCLUDE if EQ 'ZZZZZZ').
UPDATING RECORDS
If you've processed a file using options 1, 2 or 3 or 10, and output
fixed length records, you can update or search the information in that
file with random access by record number or by key value.
The file must contain at least 2 records for FILEBASE to insure that
it is indeed a fixed length records file. With only one record the
program assumes that the file is a variable length one and will return
to the main menu.
FILEBASE will display the contents of the fields numbered so that you
can assign prompts to assist you in altering field contents. Prompts
already stored in a file from a prior run, can be recalled for use.
You can select one field at a time (ex. last name) to produce an index
to access records by means key value entry.
Retrieved records can be printed and any of the field contents
changed. Choices for printing include TAB position, number of lines
to skip between each and addition of a keyboarded comment.
Accessing records can begin as soon as the prompts are available
either by recall from a file or by assignment. The update process is
by record number or by key. If by number, you enter a relative record
number. That record is retrieved from its position in the file and
displayed for changes or printing. If by key, you get a menu of
comparators followed by a prompt to enter a key value. The choice of
comparators will be the usual ones (Greater Than, Less Than, Equal To,
Between, etc.) and will include two for string searching.
When changing field contents, FILEBASE will insure that the sum total
of the altered field contents plus delimiters plus quotes is not
greater than the length of the other records in your fixed length
file. If the record is too long, you will be advised of how much to
shorten it before it can be written to the file. You could abbreviate
the contents of any of the fields to accommodate to the maximum length
of the record or you could convert to longer record length.
If you know in advance that the updating will cause records to be
longer than the present fixed length will permit, you can first use
OPTION 10, 1, 2, or 3, any of which will allow you to duplicate your
file specifying a greater record length. If you have no reason to
sort or select or exclude records, the fastest conversion process is
with Option 10.
With fixed length records files, you can move directly to Option 7 -
APPEND, without returning to the main menu.
MORE ON CONVERTING TO FIXED LENGTH RECORDS WITH OPTION 10
FILEBASE converts variable length records to fixed length records by
padding blanks to the right side of the record so that FILEBASE option
9 can utilize the file for random access.
Random access is a method to retrieve a record from its position by
going directly to it as opposed to starting at the beginning of the
file and reading records until the right one is reached. If all the
records in a given file are the same length, the operating system of
the computer combined with the disk controller can calculate any
record's physical position by means of a relative record number.
FILEBASE implementation of this concept is different from most data
management systems in that you do not have to pre-define field lengths
by a "best guesstimate" of how wide they should be to accommodate the
longest entry that might ever be made into that field. Unless these
lengths have been very well pre-defined, some may prove excessive
(wasting disk space) and others too small (restricting the number of
characters that may be entered).
FILEBASE permits field lengths to vary and maintains random access
capability by means of a fixed total record length which can easily be
modified at any time without affecting individual fields. You do not
have to sit down and try to figure out in advance how long each field
has to be. FILEBASE actually helps you to decide on an optimal record
length after you have entered records.
When you create a file, records keyed in are maintained as variable
length ones until you decide to convert them to fixed length. After
you have made a reasonable group of entries, you can use this option
to convert the records to fixed length. The program will report the
length of the longest record to help you to decide on a total record
length. After converting to fixed length, even if you come across an
unusually long entry, you can easily handle it by using this option to
change to a somewhat longer record length. Once you convert to fixed
length, or re-convert to a longer length, the program will
automatically keep newly added records the same by padding them with
blanks on the right side of the record. You never have to be concerned
about the length of data you put into individual fields.
Option 10 will tell you the length of the longest record and will
permit you to select any length equal to or greater than the longest.
Your choice will depend on how confident you are that the number of
records entered is sufficient to base your judgement on. A
comfortable decision would be to ask for a length that is about 10 or
20 longer than the longest record.
Records will be converted to fixed length and output to a new file.
The input file many already be fixed length and this option can be
used to increase its length, however the length cannot be decreased
unless you first remove the blanks with Options 1, 2 or 3.
RECORD COUNTING AND RECORD LENGTH CHECKS
FILEBASE can process comma delimited field records (Mailmerge and
BASIC format) without need to create a special structure. Also,
FILEBASE created files have no header records as do some other data
managers. This is to keep the files directly compatible with
MailMerge, MultiMate, Word and other word processors with letter-merge
capabilities, as well as with dialects of BASIC.
With most data managers there is a header record or structure file
keeps track of the record length, number of fields, and number of
records in a given file. Data managers that use header records can
immediately determine the properties of the file by reading the
header.
Some main menu options require checking the properties of the file.
Since FILEBASE files do not have header records, the properties of the
file must be learned by direct examination. For some options, this
requires checking record lengths and counting them.
RECORD DELETION - General
Most data managers delete records by marking them with a special
delete marker. The record is not physically removed from its position
in the file but the data manager recognizes the marker and ignores the
record when printing reports and other processes. Some programs
automatically re-use deleted records by writing newly entered ones
over the deleted ones. Others, physically remove the records with a
process that may be called 'file maintenance' or 'pack operation.'
Such processes actually copy the file to a new file name, leaving out
records with the delete marker. The old file is then automatically
deleted and the new one renamed with the original file name. This
process tightens up the file by eliminating the existence of 'deleted'
records and may be totally transparent to the user.
Some word processors also function in this manner. In the case of
WordStar, the old file is renamed with the file type .BAK and the
newly re-written file receives the original file name.
Record Deletion with FILEBASE
Because the FILEBASE concept of data management requires that files be
in pure data format so they can be used without modification by other
programs, embedding delete markers to records is not provided for.
While delete markers are recognized by the data manager using them,
they are totally foreign to other programs and may interfere with the
proper use of the files.
Deleting records from FILEBASE files can be performed by one of two
methods. For an occasional delete in a fixed length records file, one
can simply access any record no longer needed and filling in the
fields with information from any new entry that is to be made.
However, the principal method would be to use Option 2 to exclude them
from a newly written file. This process is analogous to a 'file
maintenance' step or 'pack operation' with other programs. With
FILEBASE it is a conscious and observable process.
The exclude process with Option 2 can be based on the LS-List of
Record Number technique or by changing some field (in the records to be
deleted) to some unique value. For example, the first field of each
record to be deleted can be changed to the word DELETE. Using the
Field Test method within Option 2, EXCLUDE all records EQ DELETE from
the new file. If MYFILE has records with the first field bearing the
word DELETE, and MYFILE2 is named as the output file, do a test on
field 1 and EXCLUDE if EQ DELETE. To confirm that only deleted
records were truly excluded, name a rejected records file. All
excluded records will be written to that file. Look at that file for
confirmation.
With the LS-List of Record Numbers technique, first identify the
record numbers to be deleted by using Option 4 and then enter them
into the exclude list. See the manual for the LS technique.
FILE2152.TXT
Disk No: 2152
Disk Title: FileBase
PC-SIG Version: 1
Program Title: FileBase
Author Version: 7.9
Author Registration: $30.00
Special Requirements: Two floppy drives.
FILEBASE is a variable length fields data manager, storing records in
"ASCII comma delimited" format. This is the type of file created by
many dialects of the BASIC language and is sometimes referred to as
"MailMerge format".
These files can be used directly by the letter-merge functions of most
word processors including: WordStar/Mailmerge, Displaywrite, Multimate,
Word, XyWrite, PC-Write, and others. FILEBASE creates such files and
provides for complete data base functions while maintaining direct
letter-merge capability.
FILEBASE doubles as a files processor to manipulate pre-existing files
in this format. If a user has MailMerge files, FILEBASE can be used to
manipulate them. Automatically determine the number of fields, display
the contents numbered, sort, merge, split, modify, and otherwise apply
data base functions. Data base functions include restructuring,
indexing, appending new records, adding new fields, joining them,
performing calculations, and generating reports and labels. Also, comma
delimited format records can be converted to block and vice versa.
Special sort features include sorting on the last name part of a full
name, the zip code part of 'city, state zip' and dates in the American
or European format. Sorting can be ascending or descending, character
or numeric.
Record selection for reports and subset files can be based on record
number techniques or on information tests. Ranges and lists of
individual record numbers can be used. Logical tests include use of
greater than, less than, equal to, and variations of these. Searching
for words or parts of words is also possible together with wild cards.
Prompted data entry with field names is provided for, even for
pre-existing data files. Any files created with FILEBASE can be
directly used for letter-merging.
Many functions not generally available with other data managers are
provided for. For example, any time a record is added or accessed, a
label can be printed using any of the fields in any order. Unlike the
classical fixed-length field data managers, it is not necessary to
define the length of a field or whether it is to be character or numeric
type. Block format printing within the report function includes
word-wrapping long text fields into any space designated.
PC-SIG
1030D East Duane Avenue
Sunnyvale Ca. 94086
(408) 730-9291
(c) Copyright 1989 PC-SIG, Inc.
GO.TXT
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║ <<<< DISK #2152 FILEBASE >>>> ║
╠═════════════════════════════════════════════════════════════════════════╣
║ To start program, type: FILEBASE ║
║ ║
║ To print documentation, type: COPY TBMANUAL.DOC ║
║ ║
║ ║
║ ║
╚═════════════════════════════════════════════════════════════════════════╝
Directory of PC-SIG Library Disk #2152
Volume in drive A has no label
Directory of A:\
FILEBASE EXE 60928 9-04-89 8:05p
FILEBAS4 EXE 48640 11-11-88 12:41a
FILEBAS6 EXE 62464 1-09-89 12:37a
FILEBAS1 EXE 36864 11-07-88 12:59a
FILEBAS3 EXE 16896 12-15-87 7:24p
FILEBAS5 OVR 4096 12-15-87 7:24p
FILEBAS2 EXE 21504 10-17-88 12:53a
FBMANUAL DOC 21757 8-10-89 2:17p
LISTC PMT 80 1-09-89 1:30a
LISTC FXD 1170 9-01-89 8:05a
INFILE2 PMT 80 1-09-89 1:30a
INFILE1 1031 1-09-89 1:10a
INFILE2 534 1-09-89 1:11a
INFILE1 PMT 80 1-09-89 1:30a
ARTICLES FXD 2432
ARTICLES PMT 128
README 10368 8-15-89 8:07a
GO TXT 771 4-23-90 12:16p
GO BAT 38 1-01-80 1:37a
FILE2152 TXT 4219 4-23-90 12:17p
20 file(s) 294080 bytes
16384 bytes free