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  • 1. B&B DOALL Access Any .DBF B&B Systems, LLC www.bbsys.com/doall.html
  • 2. 2 Table of Contents Table of Contents............................................................................................................................................2 Main Screen.....................................................................................................................................................4 What is DOALL ???........................................................................................................................................5 Installation.......................................................................................................................................................6 Config.fpw.............................................................................................................................................6 Setup.usr...............................................................................................................................................6 Networking.....................................................................................................................................................6 Networking - optional......................................................................................................................................6 Startup Options...............................................................................................................................................8 Data Duplicator - ODBC setup.....................................................................................................................11 Copy data between local tables (.dbfs) and other databases (MySQL, SQL Server, Oracle, Access, etc). .11 Data Duplicator – Add ODBC connection...................................................................................................12 Data Duplicator – Pick Upload.....................................................................................................................13 Upload from .dbf’s to SQL Server/MySQL/Oracle/Access............................................................................13 Data Duplicator - Upload..............................................................................................................................14 Data Duplicator – Pick Download................................................................................................................15 From SQLServer/MySQL/Oracle, etc. to a local file.....................................................................................15 Data Duplicator – Download........................................................................................................................16 Copy which tables/fields screen...................................................................................................................16 Data Duplicator – Help screen.....................................................................................................................17 Import types/Export types............................................................................................................................18 Create .DBF from Text File with an Unknown structure............................................................................21 Create a table of email data from OutLook.................................................................................................22 Create an Import file for Windows Address Book......................................................................................23 Edit options...................................................................................................................................................24 Find Records................................................................................................................................................24 Adding Records – Options............................................................................................................................24 Duplicate records.........................................................................................................................................24 Display options.............................................................................................................................................25 Which records ?? Flexi-Select....................................................................................................................25 Which Sort ?? (Flexi-Sort)............................................................................................................................25 Reports & Labels - General..........................................................................................................................26 Edit Reports/Labels............................................................................................................................26 Labels..................................................................................................................................................28 LOOKUP/Pop-up TABLES...........................................................................................................................30 Customization...............................................................................................................................................31 Callback field.......................................................................................................................................31 Maintenance options....................................................................................................................................32 Duplicate Checking......................................................................................................................................32 Search/Replace............................................................................................................................................32 Maintenance/Housekeeping.........................................................................................................................33 Delete or Undelete/Recall Groups of Records.................................................................................33 Clean table of Invalid Characters.................................................................................................................34 Hints on handling data ................................................................................................................................35 E-Mail options...............................................................................................................................................38 Map addresses using Microsoft MapPointTM ...........................................................................................39 MapPointTM – How to start..........................................................................................................................40 MapPointTM Routes – multiple routes screen...........................................................................................41 One route – multiple records........................................................................................................................42 Multiple routes from one table – Option 1 KEY field.....................................................................................42 Multiple routes from one table – Option 2 “Start/Stop” values in table..........................................................43 Examples of changing the default Starting and Ending addresses in routes................................................44 Automatically insert Stop times or Layover times for individual stops..........................................................45 MapPoint – Driver profiles/preferences......................................................................................................47 Personalized start time.................................................................................................................................48 Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 3. 3 Personalized end time..................................................................................................................................48 MapPoint – Points of Interest – plot on map/create a .dbf table...............................................................49 MapPointTM – Output options.....................................................................................................................50 MapPointTM - Driving Directions.................................................................................................................51 MapPoint - produce map and directions in one file...................................................................................52 MapPointTM – Find addresses in your table within a specified radius....................................................53 MapPointTM – Find Points of Interest within a specified radius..............................................................54 MapPointTM – Address validation...............................................................................................................55 MapPoint – Extract Postal Codes, Zips, Latitudes or Longitudes (for routes, – Extract Driving Times, distances or costs)..........................................................................56 MapPointTM – Display your personally defined Territories on maps......................................................58 Map addresses on MapQuestTM.................................................................................................................59 Address validation- MelissaDataTM............................................................................................................60 Address validation – setup screen..............................................................................................................61 Special options.............................................................................................................................................62 Graphs..........................................................................................................................................................62 Encrypting data - user tables........................................................................................................................62 Encryption – change degree of encryption...................................................................................................63 Encrypting data – other files.........................................................................................................................63 Compare + Print files or folders...................................................................................................................64 Typing Shortcuts – when entering text.......................................................................................................65 1040 – Schedule D Attachment helper.......................................................................................................66 ShareWare.....................................................................................................................................................67 Warranty........................................................................................................................................................68 GRID Tips.......................................................................................................................................................69 Dynamic Font Sizing.....................................................................................................................................70 Split Screen..................................................................................................................................................71 FAQ - Frequently Asked Questions.............................................................................................................72 INDEX.............................................................................................................................................................73 Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 4. 4 Main Screen Unlimited space for notes The sample.dbf data file that comes with your system is automatically linked in a parent/child relationship with another file, contacts.dbf You can have multiple contact records for every sample record. The records are linked by custno. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 5. 5 What is DOALL ??? The Front End for any dBase/FoxPro/Alpha4/Compatible .dbf type file The complete easy-to-use system for Mailings, Telemarketing, Sales Leads, Reports, Labels, Contacts, Customers, etc. Fast - Uses SQL technology for counting records, producing labels and reports. Produces reports on 40,000 record file in less than a minute. Advantage? You don't have to use SQL commands, SQL is used automatically, behind the scenes, using regular menu selections! Produce reports/labels/letters in any sort/for any records Produce graphs with one click. Bar, Line, Pie, 3-D, and Cross-tab graphs. A data converter. Import/Export spreadsheets, word processors Displays memo field/notes while browsing through individual records. Search memo type fields Search any field, for any value (even within a field) - Replace with any new value. Search/Replace function to: change capitalization, replace one field with data from another, perform calculations on numeric fields, concatenate data, etc. Change color or font schemes in any column to highlight specific data. Use the same engine for accessing files (Minimizes user learning time) Find duplicates on exact match or sound-a-like. Adding records, have any data repeated. Use Lookup <F2> function in any field, say for Zip Codes. If zipcode.dbf reference file exists, data from fields in the ZIP file will be transferred to main data file. Right click in the header of any Column in the grid to re-sort the data in each column. Partition screen so you can see the same records displayed horizontally and vertically on the same screen. Users with modems can dial phone numbers, then enter your notes about the phone call. Create multiple labels of one record. If a field called CALLBACK exists in your file, you can have pending callbacks will pop up. Dynamic font re-sizing in grid for visually handicapped Unlimited record selection capability. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 6. 6 Installation If you haven't made a BACKUP copy recently, do it now. Double click on the .exe file containing your system and the installation process will prompt you for the location of your system. Individual files will be extracted. Config.fpw This file contains all of the basic setup values, such as hiding records marked for deletion (DELETE=ON), or showing all four digits of the year (Century=ON). This file is read upon starting your system. Setup.usr This file contains special values that users can modify. One value it will control the "assumed century". For example, if the CENTURY setting in the config.fpw file = OFF, then only two digit years are displayed (although four digits are stored) and you can't force the century value. The ROLLOVER variable controls how to interpret which century you want. In the example below, if a user enters a two-digit date above 50, the stored date is 19??, and if a user enters a two-digit date less than 50, the stored date will be 20?? SET CENTURY TO 19 ROLLOVER 50 Networking Here is a link explaining the basics of networking your system. http://www.bbsys.com/workstationinstall.htm Networking - optional Additional optional customization you can do for each workstation: 1. Place a copy of Config.fpw in a workstation folder. You can point to this file in the desktop icon “target line”, such as F:doall5doall.exe –CC:tempconfig.fpw 2. Copy the foxuser.* files into the workstation folder. 3. Write the "working" directory names for EDITWORK, SORTWORK, OVERLAY, RESOURCE and PROGWORK onto the tail end of the new CONFIG.FPW file. Speed tip: If you have lots of memory, use this setup process to speed up your system. For example, if you have a very large RAM drive (in memory), you can enter SORT=M: in the config.fpw file. NOTE: If the workstation desktop icons are set up to “start-in” a local workstation folder, many of the setup/configuration files will be saved uniquely for each user. This is a Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 7. 7 philosophical issue as to whether you wish all users to have the same setup options, or whether to let them customize their system. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 8. 8 Startup Options Startup option #1 to open file: If you commonly use the same file, you can edit your desktop icon to add the location/name of your data file in the “target” line. For example, C:Doalldoall.exe “D:workworkfile.dbf” Startup option #2 to open file: Enter the name and location of the file in startup.txt. Unattended Import/Export command line: You may have large Import or Export routines you may want to perform overnight. You can have Doall perform these functions automatically for you by calling Doall with the appropriate parameters. Create a desktop icon. Right click on desktop, select New>Shortcut. Enter the parameters below, separated with commas and enclosed in quotes. 1st - Name of MAIN .dbf table 2nd - Name of TARGET (INPUT/OUTPUT) FILE 3rd - Either the word EXPORT or IMPORT 4th - Type of Import file, or desired Export file (use the same text description (up to parenthesis) from the Import or Export screens eg. COMMA SEPARATED VALUE) 5th Optional - For Exports, Name of sort file (or .CDX tag name), (or actual # of Sort from sort screen) 6th Optional - For Exports, Record Selection description (def.=All), (or actual # of Selection from select screen) 7th Optional - For Exports, Specific Fields (def.=All), (or actual # of field definition from fields selection screen) 8th Optional - if ascii file, character that separates fields (def.=",") 9th Optional - name of log file, default='doall.log' How do I know what to put in these parameters? Let's take an export example. Say you have a table called C:MAGAZINESNAMES.DBF. You want to create a text file (C:NAMESLIST.TXT) from this data file every month. Let's say you want to select just those records with an expiration date sometime in the next month. Well, you already have the first 3 parameters: “c:program filesbbdoalldoall.exe” "c:magazinesnames.dbf" "c:nameslist.txt" "EXPORT" To get the other parameters, open NAMES.DBF in Doall. Type of export? Go to Menu>File>Export. In the export screen, review the descriptions of the types of exports. Say you want a COMMA SEPARATED VALUE file. This is the 4th parameter. “c:program filesbbdoalldoall.exe” "c:magazinesnames.dbf" "c:nameslist.txt" "EXPORT" “COMMA SEPARATED VALUE” Sort selection? Also in the export screen, there are three buttons. Click the one for “sorts” to define a new sort, or pick an existing sort. Let's say you want the LASTNAME sort, and it's the 9th sort defined in the list of sorts. “c:program filesbbdoalldoall.exe” "c:magazinesnames.dbf" "c:nameslist.txt" "EXPORT" “COMMA SEPARATED VALUE” “9” Record selection? Again, in the export screen, click on the button for "record selection". Pick your date field, say it’s called: EXPIRE. You can either define specific dates, or to be a little more flexible, (you won't have to define a new one each time), you can define a record selection where Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 9. 9 the "expiration month" is always NEXT month. This takes a little editing, so pick a selection you no longer use (or add a new one). Highlight it, and click the "edit" button. Enter something similar to this: MONTH(EXPIRE)=MONTH(DATE())+1 The value DATE() means the current date. MONTH(DATE()) is the current month. Let’s say it's the 5th defined record selection in the list. “c:program filesbbdoalldoall.exe” "c:magazinesnames.dbf" "c:nameslist.txt" "EXPORT" “COMMA SEPARATED VALUE” “9” “5” Field selection? Now, let's say you also want just 4 fields, and you want them in a specific order. In the export screen, click the button to define Fields. Say you want the data: EXPIRE, LASTNAME, FIRSTNAME and PHONE from your file. Add them. Let’s sat it’s the 12th one in the list. C:Program filesbbdoalldoall.exe "C:magazinesnames.dbf" "C:nameslist.txt" "EXPORT" "COMMA SEPARATED VALUE" "9" "5" "12" Field delimiter? A field delimiter is the character used to separate values in a text file (usually a comma). C:Program filesbbdoalldoall.exe "C:magazinesnames.dbf" "C:nameslist.txt" "EXPORT" "COMMA SEPARATED VALUE" "9" "5" "12" “,” Log file? The default log file name is doall.log, but you can select a different name. You are done. This is your parameter list: C:Program filesbbdoalldoall.exe "C:magazinesnames.dbf" "C:nameslist.txt" "EXPORT" "COMMA SEPARATED VALUE" "9" "5" "12" “,” “C:tempmylog.txt” To skip one of the optional parameters, enter a tilde in quotes (~), such as: C:Program filesbbdoalldoall.exe "C:magazinesnames.dbf" "C:nameslist.txt" "EXPORT" "COMMA SEPARATED VALUE" "9" "5" "~" “~” “C:tempmylog.txt” In this parameter list, we used the numbers 9, 5, and 12 to designate the item #. We could have also entered actual values (but it requires more typing and absolute accuracy). C:Program filesbbdoalldoall.exe "C:magazinesnames.dbf" "C:nameslist.txt" "EXPORT" "COMMA SEPARATED VALUE" "LASTNAME" "MONTH(EXPIRE)=MONTH(DATE())+1” " EXPIRE,LASTNAME,FIRSTNAME,PHONE" “,” “C:tempmylog.txt” EXPORT Example2: “c:program filesbbdoalldoall.exe” "c:temptest.dbf" "c:tempnew" "EXPORT" "COMMA SEPARATED VALUE" "1" "2" "" IMPORT Example: “c:program filesbbdoalldoall.exe” "c:temptest.dbf" "c:tempnew" "IMPORT" "COMMA SEPARATED VALUE" "" "" "" Unattended Maintenance/Housekeeping command line: Maintenance involves permanently removing records marked as deleted. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 10. 10 If you would like to schedule regular maintenance for a table, create a desktop shortcut that runs your program, selects the table, and tells the system to run maintenance. For example: d:doalldoall.exe<space>“d:doallsamptbl.dbf”<space> ”MAINTENANCE”. You can use your task scheduler to run this shortcut when desired. A log file (<BB System name>+housekeeping.log) is created indicating the files processed by housekeeping and the date. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 11. 11 Data Duplicator - ODBC setup Copy data between local tables (.dbfs) and other databases (MySQL, SQL Server, Oracle, Access, etc) You can copy data back and forth between .dbfs and remote tables using ODBC drivers. First, on the computer that has access to SQL Server/MySQL/Oracle/Access, you will need the ODBC drivers for SQL Server/MySQL/Oracle or Access. Download from websites such as: MYSQL: http://dev.mysql.com/downloads/connector/odbc/5.1.html ORACLE: http://www.oracle.com/technology/software/tech/windows/odbc/index.html SQLSERVER: http://www.microsoft.com/downloads/details.aspx? displaylang=en&FamilyID=6c050fe3-c795-4b7d-b037-185d0506396c SYBASE: http://uda.openlinksw.com/odbc/st/odbc-sybase-st/ If unsure you can go to: See Control Panel>Administrative Tools>Data Sources (ODBC). Under the “Drivers” tab, you will see all of the ODBC drivers already installed. Add a System DSN for the ODBC driver you installed. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 12. 12 Data Duplicator – Add ODBC connection Next, select this screen, “data duplicator”, from the Menu>File. Add a connection name, using the System DSN name already defined (see prior screen). The User ID and password are the SQLServer/MySQL/Oracle User ID and password. If the parameters are correct, a “Blue checkmark” will appear in front of your connection name. Step #2 is then to elect whether you want to download or upload. Add a new ODBC Connection. Give it your own name, but, use the actual ODBC name as the data source, and the password, user id you use to log onto SQLServer/MySQL/Oracle, etc. Pick upload or download. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 13. 13 Data Duplicator – Pick Upload Upload from .dbf’s to SQL Server/MySQL/Oracle/Access You can: A. Pick a stand-alone table (.dbf). B. Or, pick a database container (.dbc) file containing tables linked to a .dbc. For this option, you can select specific tables, specific fields, and their desired sequence (see “Copy which tables/fields screen” in this documentation). Other Upload options allow you to 1. Create tables & copying data (default), 2. Creating tables only, or 3. Copying records only. You can also select the type of remote data engine. Source is a stand-alone table (.dbf) or a .dbc containing tables. (Note: when uploading tables in a .dbc that are related on key fields, an attempt will be made to duplicate those links by adding keys/indices for fields selected AND to duplicate how to handle child tables when deleted and updates occur in the parent table (such as cascading changes or ignoring them)). Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 14. 14 Data Duplicator - Upload If you upload a single .dbf table, you will be prompted for the fields to upload If you upload a .dbc data base container, you will need to first select the table desired in the .dbc, and then select the fields from that table to upload. You can upload just one field from one table, or all fields from all tables. Pick the table(s) Pick the field(s) from the selected table. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 15. 15 Data Duplicator – Pick Download From SQLServer/MySQL/Oracle, etc. to a local file The name of the existing SQLServer/ You can download your data MySQL/Oracle Data Base is into a variety of different file REQUIRED. formats, in addition to a.dbf (see Export types) You need to define a location for the new local files. If you select .dbf as the type of file Click here if you automatically want you want created, you can optionally to copy all tables in the data base create and link the .dbf table(s) into a .dbc container type of file. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 16. 16 Data Duplicator – Download Copy which tables/fields screen This screen will be displayed when DOWNLOADING from an SQLServer/MySQL/Oracle database/catalog/schema containing multiple tables. Use this screen to: 1. Select the table(s) desired 2. Once tables are selected, select the individual fields 3. Once the fields are selected, you can use the “mover bars” in front of the field name to change the sequence. Note: When uploading from a single table, the screen will look similar, but only allows the selection of fields. Pick the table(s) Pick the field(s) from the selected table. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 17. 17 Data Duplicator – Help screen Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 18. 18 Import types/Export types You can bring data into .dbf tables, or export to create other types of files. The types of files that can be exported or imported are contained in a .dbf table called impexptypes.dbf. IMPORT THESE FORMATS: Comma Delimited ASCII (txt) Comma Separated Value (csv) Standard Data Format (Columns) ASCII (sdf/txt) FoxPro/dBase (dbf) FoxBase 2x plain MEMO (dbf) Lotus 1-2-3 (wks) Data Inter. Format (dif) Multiplan v4.01 (mod) Excel ver. 2-4 (xls) Excel ver. 5-> (xls) Symphony v1.1 (wr1) Paradox v3.5 (db) FrameWork II (fw2) Rapid File (rpd) XML to Cursor/Table EXPORT THESE FORMATS: Comma Delimited ASCII (txt) Comma Separated Value (csv) Standard Data Format (Columns) ASCII (sdf/txt) FoxPro/dBase (dbf) FoxBase 2x plain MEMO (dbf) Lotus 1-2-3 (wks) Data Inter. Format (dif) Multiplan v4.01 (mod) Excel ver. 2-4 (xls) Excel ver. 5-> (xls) Symphony v1.1 (wr1) Wordstar/NewWord MailMerge (txt) MS WORD MailMerge (txt) WordPerfect MailMerge (txt) Word Writer MailMerge (txt) WordPlus-PC MailMerge (txt) Smart MailMerge (txt) Cursor/Table to XML Cursor/Table to Simple HTML Cursor/Table to Cross-Tabulation Cursor/Table to ClipBoard (Tab delimited - This format can be "pasted" in Excel/Spreadsheets) Cursor/Table to ClipBoard (Space delimited) For example, you can import records into the Zip.dbf file. If you only enter records for Illinois, you could Import a file of Illinois Zip/City/State data into your Zip.dbf file. You Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 19. 19 would be wasting a lot of Disk Space if you imported all 43,000 USA zip codes. If you expand into Iowa, import Iowa zip codes at a later date. Your system will import many types of data, word processing and spreadsheet files, in addition to the standard ASCII files. Purchased Lists If you purchase data for your System from a vendor, ask if they will supply the data in one of the formats (such as ASCII comma delimited) that B&B Systems can Import, and if ASCII, if they will supply the data in the order (which field comes 1st, 2nd, etc.) shown in the structure of the .dbf file in the Appendix. If you want to see an example of how the Import file should appear, Export a file from your current file and name it 'TEST'. Compare it with the new import file for similar structure. If importing .DBF type files, order is not important, but field names should match. TIP: If you import files regularly and your master file has an Add Date, unless you add it to the import file first, is normally missing. You can use Search/Replace to enter the Add Date by Flexi-Selecting all records with a blank Add Date, then Search/Replace with current date. When adding records in Add Mode, Add Date is assumed to be today's date. Export There are several additional options available before exporting your file. You can sort your file in a specific order or you select specific records for your export file. And a VERY powerful option, you will be asked if you would like to change the 1) sequence of your output fields AND/OR 2) Which fields are included. For example, you may prefer your file to have the Company Name in front of the Last Name. OR, you may wish to not include Sales or Added-to-file-date field in your export file. This option may be necessary if the system using this file requires a certain sequence of fields. If you select to export an ASCII Comma Delimited field, you can also opt to select a different delimiter (the character that separates each field) than a comma. For example, you may use a software package that needs the '@' character to mark the beginning and ending of fields. ASCII files There are two common types of ASCII file formats: COMMA DELIMITED and SDF(Standard Data Format). ASCII refers to the fact that ONLY Normal ASCII characters (numbers or letters of the alphabet, upper or lower case, and a limited number of special codes) appear in the file. There are no special control or binary codes. In both types of ASCII files, every record is a separate line, with records separated by a line feed ASCII(10) and carriage return ASCII(13). The remaining difference between these two types of files is how the data appears on each line. Most programs, such as Excel and most MailMerge programs can use, or produce, a file in at least one of these formats. COMMA DELIMITED files contain commas to separate fields. Many Word Processing and Data Base Management software handle this type of file. Commonly double quotes (") are used to enclose character type fields. Numeric fields are left alone. Also, numeric fields Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 20. 20 do not contain commas to delineate thousands. This transfer method saves space, and is fine if the number, and order of the fields is the same in the FROM and TO systems. STANDARD DATA FORMAT files contain fields that start in specific positions no matter how much data the field actually contains (common for Spreadsheet programs). Field 1 starts in Column 1 and field 2 starts in Column 12(?) even if field 1 is blank. This method is necessary if you need to change the length of fields, OR add/delete fields because the FROM or TO system have differing file structures. The reason is: since all data is in columns, you can use a word processor to shorten/eliminate/add columns. COMMA DELIMITED file example Smith, Joe, 123 Main ST, New York, NY, 10000, etc. Jones, William, 666 E St, Elmhurst, IL, 60011, etc. STANDARD DATA FORMAT file example Smith Joe 123 Main ST New York NY 10000,etc. Jones William 666 E St Elmhurst IL 60011,etc. IMPORT/EXPORT FROM DATA BASES, INCLUDING SQL Most software packages support the writing and reading of standard ASCII files, and SQL data bases are no exception. Using Oracle SQL version 5.1 as an example, ASCII files can be exported, or written from SQL by using Oracle's SPOOL <filename> command; issuing SELECT <field names,...> statement; and SPOOL OFF after writing the file. Don't forget the YYYYMMDD ASCII date format. To read an ASCII file into SQL, use Oracle's ODL utility. By writing a copy of B&B's records, then reading them into SQL (and vice versa), you can transfer data back and forth. If the number of fields are different on the data bases (ie. you need to 'write' a home AND business phone number but only have one phone number, set up a 'blank' field with a length of 1 character. Then when defining the fields to be written, enter the name for the 'blank' field wherever you need a field, but don't have one). Also, when any data is changed, re-index (housekeeping) your B&B records before using them. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 21. 21 Create .DBF from Text File with an Unknown structure If you have a text file with an unknown structure, your system can make a “best effort” to determine the “likely” structure. The system can review either a sample of 50 lines in the file, or most of the file. The text file can be either comma delimited, delimited with another character, or in Standard Data Format (SDF). The system will attempt to determine the type of data (character, numeric, date, datetime) , length, and decimals (if any). The length of fields in a Standard Data Format SDF file is determined by spaces around fields. The length of fields in comma delimited files will be determined by the widest field the system analyzes. Fields are assigned an arbitrary name, Field1, Field2, Date3, etc. Once a structure is derived, you can fine-tune it, or import the text file to see if the data “lines-up” properly. If not, try modifying the structure and re-import. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 22. 22 Create a table of email data from OutLook If you have email addresses you would like to retrieve from OutLook, this option is under the file menu. A new .dbf is created with the name ‘emails’, plus the user name. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 23. 23 Create an Import file for Windows Address Book Use this option to create a text file of names, addresses and phone numbers from your table suitable for importing into the Windows Address Book. On this screen are all of the data elements that you can be imported into the Address Book. You’ll need to select where these Address Book data elements are located in your current table. Then, after making this file, open the Windows Address Book and select File>Import>Other Address Book>Text File (.csv). Identify where to find these data After making this file, open the elements in the current table. Windows Address Book and select the import feature in the menu (import the newly created text file, .csv). Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 24. 24 Edit options Find Records Other options are "Find Records" which will allow you to search for a record based on a value in any field. In addition to searching for values in any field, you can look for addresses that BEGIN with "123" OR have "123" ANYWHERE in the address field. Adding Records – Options Duplicate records You can select a field in you file to check when adding records for possible duplication. If you want to be alerted every time you add a record containing a lastname that already exists, you would select lastname as your duplicate check field. If similar records are found, they will be displayed in a browse box in the screen. Repeating Data When adding records, you can have specific data repeatedly "fill- in" data into your file. How? Under adding options, there is a blank data file similar to the data structure of your file, so you can simply fill in the values you want repeated (or automatically entered), every time you add a record. Handy for repetitive STATE, AREA CODE, CITY, etc. ADD Dates The add date will automatically be filled with today’s date in your newly added record if you have an "ADDDATE" date type field. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 25. 25 Display options Which records ?? Flexi-Select The "SELECT ALL RECORDS" is always the #1 selection. The Select button allows you to see specific records in your screens, reports, or labels. When adding a Flexi-Select, you will be asked to select a field (If you just want to see certain last names, you'd select Lastname). After you've selected the field, you'll select an Operator. An example of an operator is: 'equal to' or 'greater than'. Next, you will be asked to enter a value to be tested for (eg. Lastname='SMITH'). You can click on the question mark (?) to see/and select from all of the existing values currently in the file. Finally, you will select Quit, or select a Connector to link additional selections, such as: Lastname='SMITH' .OR. Lastname='JONE' Lastname='SMITH' .AND. Zip<>'666', etc. Note that capitalization effects record selections or sorts. If you have some last names with 'DAVIS' and some with 'Davis', the selection: LASTNAME='Davis' will ignore those last names of 'DAVIS'. If you sort simply on lastname, you may find some 'Davisons' stuck between the upper and lower case Davis's. You can select an option on the screen to ignore capitalization in selections. You can Edit your Flexi-Selections to give you more precise selections. For example, the following two expressions will select different records simply because of careful placement of parentheses. This is Boolean logic and it basically goes like this: Line #1 (below) will select all records having a Last name equaling 'SMITH' and not having a zip code starting with '666'. After that test has been met, other records will be selected as long as the zip is not equal to '555'. INCLUDING…records whose Lastname may NOT be 'SMITH' Line #2 (with parenthesis) will select just the records having a Last name equaling 'SMITH', and once that test has been met, each ‘SMITH’ must NOT have a zip code of '555' or '666'. See the difference? Lastname='SMITH' .AND. Zip<>'666' .OR. Zip<>'555' Lastname='SMITH' .AND. (Zip<>'666' .OR. Zip<>'555') You can also use the edit function to customize your selections. Which Sort ?? (Flexi-Sort) You can right click in the header of any data column to sort that column. If you require a more extensive sort, you can click the Sort button. There you will see a list of all currently available sorts. If you want a sort not listed, (ie. Company+LastName), you Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 26. 26 will need to click Add. You will see a list of all fields in the data table. Once you make your selection(s), they will be there for you to select in the future. Example: selecting three fields STATE+ZIP+LASTNAME will produce a sort Last Name sorted WITHIN Zip Code sorted WITHIN State - Major to Minor Sort order. Note that indexes normally consider Capitalization, which means that AA's and BB's will be together in one group and the aa's and bb's will be in a separate group. You can select an option to Ignore Capitalization when defining your sort (this inserts a keyword “UPPER” around your sort definition which puts all character fields in the same order regardless of case. German alphabet – You can edit your sort definition to add another special sort command: SYS(20,<Fieldname>,<Length>) for the German alphabet. Using this sort definition will order fields containing german words and letters. The order will be similar to that of a german phone book - upper and lower case intermixed, eszets sort immediately after double s and characters with umlauts sort immediatley after the unadorned character followed by the letter e. Reports & Labels - General All labels and reports are separate, modifiable files. Reports have an .FRX file extension, and labels have an .LBX file extension. New/Add Reports/Labels Select the NEW option in the report/labels box. Edit Reports/Labels Double click with the mouse or select the file desired and press <Enter>. When you are presented with an editing screen. You can do the following: Move Objects Move objects in your reports by clicking with your mouse on the object and dragging the item to the new location. To change the size, select a corner with the mouse (the cursor icon will change to an arrow), and drag. To change font size for an item, select it, then choose font from the menu. Add Objects There are various types of items you can add. Select the “tools” menu and then select “report controls toolbar”. From this toolbar you can click on various items. The icon boxes are: Text - Large "A", Data/Field - "a b", Line Draw - two lines, Box Draw – box, Circle Draw – circle, Picture - Add .PCX or .BMP graphic file, like a logo. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 27. 27 One of the most common item to add is plain text. To add a text item, click on the “a” icon, then move your mouse inside white space in your report and start typing your text. Another popular item is a data item. But you need to know the name of the data item you want to put in your report. For example, if you want to print the zip code in your report, the name of the file might be “customer”, and the field name may be “postalcode”. Click on the icon with "ab" letters (inside a box), then mouse click on white space in your report/label where you want the item. In the “expression” box enter the name of the data field, such as customer.postalcode. As a test, you can insert the date your report is printed by entering date() into the “expression” box. Delete Objects Click on an object with your mouse to select it, then the <Delete> key. If you want to skip a line when data is blank, double click on that item and look for the "PrintWhen" option. Sections in Reports In reports, you will notice a page header, detail, and page footer section. You can expand/ shrink these sections by clicking and moving the mouse on the Name of the section itself. Header Objects you put in the page header are printed ONCE per page (ie. a Title). Detail Objects in the detail section are repeated - once for every record selected in the data file. Footer The page footer objects are printed at the bottom of each page. Summary You can also add a Summary section from the menu which allows you to insert object to print at the very end of your report. Data Grouping You can also add a Data Grouping section from the menu which allows you to summarize data at various points in reports. Menu option – data grouping We will illustrate with an example. If your data is sorted on state, and you want to show the number of records in each state, select data grouping from the menu and select state. When the state changes in the detail section, any objects in the next section (data grouping by state) is printed. You can insert text in this section such as :"State Total", and then a data field such as STTOTAL (see next section). Menu option - variables In the “report” menu, you can select “variables”. Add one called STTOTAL, the field should be your state field name, like customer.state. Set the initial value to 0, Click on the Count button (this will count each occurrence of a state record and place it into STTOTAL. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 28. 28 Also, there is an option to reset the value back to 0 - Select the State data grouping so that the STTOTAL counter is reset back to 0 when a new state is encountered. Menu-option - page layout The menu option, "report" and "page layout" menu option is useful for selecting the number of label columns, and spacing. For vertical spacing, remember that the # of labels that appear vertically in the page layout depends on 1. Font sizes you selected for your names, addresses, etc. and 2. the white space above the name and white space below city/state. To increase/decrease the amount of white space on the top/bottom of the label, use your mouse to select the box in front of the column header/or detail bars and drag the bars up or down. Menu option - Quick Report/Label option When adding new reports, you can get a quick start by clicking on “report” at the top menu, then select “Quick Report/Label” to have all of the fields (that will fit) inserted into an empty layout. Menu option – change font To change font or color, click on an item, and select "Format" from the menu. All attributes, are available, such as pen color (color of data), fill color (background color), etc. Menu option - change Margins Select the menu items "File" and "Page Setup". Labels The label functions are similar to reports, In addition, when you add a new labels you can select a layout/format (# across, etc.) from the menu. MULTIPLE LABELS - for ONE RECORD If you select "Labels" from the menu, you can print multiple labels for one record. For example, if your data file contained records of garments (price, style, size), and you wanted to print 200 price tags for record # 10 (Button Down Shirt), Use FLEXI- SELECT to select STYLE='Button Down', and then produce labels. You can create any type of label format, in any number across to make multi-part price tags, company labels, whatever. PRINTING TIPS CONTROLLING PRINTER - OUTSIDE YOUR B&B SYSTEM PRINTING LABELS DIRECTLY FROM DISK FILE When you have selected to send labels or a report to a disk file, you can control how the data appears by controlling the printer. For example, with H/P laser printers, you can manipulate the printer to control labels output: 1. Press the ON-LINE button to take Laser Printer OFF-LINE 2. If you want to print 12 characters per inch instead of 10 (commonly needed when trying to printing and fit 3- across labels on 8-1/2" x 11" stock). Press menu button to get to font #, use the +/- Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 29. 29 buttons to change font # to 2. Press Reset button to make the asterisk appear on right (default). 3. Press menu button again, until you get to Lines Per Page, press "+" button to increase to 63 lines per pages, and press reset button again. Keep pressing menu button, Until READY appears. Put back ON-LINE. To change back to original status, do above using "+", "-" keys to bring font to "0" and lines per page to "60". EXTRA SHEETS EJECT On some printers, when printing reports, labels, or letters and also define a top margin greater than 0, blank lines may be fed to your printer for the next sheet. You can avoid this by inserting extra lines at the top when initially defining your letters or labels. PHONE DIALING W/MODEM If you have a modem, and would like to have your system dial phone numbers for you. You will need a telephone connected to the "PHONE" jack on the back of the modem. Use the hotkey to DIAL PHONE. Your file will be searched for any fields that have the word "PHONE" in them. If only one field is found, and a phone number exists, dialing will start. If multiple fields like HOMEPHONE and BUSPHONE are found with phone numbers, they will be displayed for you to select the one to dial. Select one of the numbers to start dialing, and you'll hear the modem dial. If you have a "MEMO" type field in your data base, you will also be prompted for a TOPIC of the call. You can enter "Left Message" and this will be inserted into the memo notes. You will be asked if you want the date and time inserted for you. You will then be presented with the memo editor screen, and you can expand on your notes while talking. You can hang up the phone at any time, and then save your notes. You can have today's date and the words:”phone call” inserted into that person's record if you have date type fields like ACTDATE1, ACTDATE2, etc. and/or character type fields like ACTION1, ACTION2, etc. You find these records later by using flexi-select to pick records with the definition: ACTDATE1=DATE() .OR. ACTDATE2=DATE() .OR. etc. You can also check between a span of two dates. How to handle AREA CODES, OUTSIDE LINE CODES In setup, you should enter your local area code. Then, when entering your phone numbers, remember these rules: 1. Dashes (-) are ignored. 2. Alphabetic characters are OK and are converted for you, ie. 1- 800-CALLME. 3. When you enter a number for the same area code, but is still long distance, enter the number AND area code. The system will check the local area code in setup, and if it matches the first 3 numbers in the phone number, the system will remove the local area code, and use a "1" instead. Tip: Remember that your Control Panel (Ports) and Terminal (settings) contain values that override the B&B System setup values for modems. Check those values first before entering setup values. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 30. 30 LOOKUP/Pop-up TABLES Your screen looks like a spreadsheet with rows and columns. Records are displayed horizontally in rows and each field is listed vertically in columns. You can access other data tables for additional information. When your cursor is on a field, you can press <F2> to access a lookup .dbf file. If a table exists with the SAME name as the field you are in. For example, pressing <F2> while your cursor is on the zip field will attempt to locate and display a file called zip.dbf. If the lookup file does not exist, a message will tell you. You can create new .dbf files to support lookup tables on each and every field. Why are lookup files used? Reduce data entry.. When the lookup table is displayed, if you click the button to “copy data to main file”. This copies information from all of the fields in the "Lookup" file to any and all matching fields in the main data file - a quick way to fill in State, City and Zip. Reference. Let's say you have a table called vehicle, with a field called serv_code containing codes for the types of services performed. If you don't remember what the serv_code ALIGN means, you can press <F2> on the serv_code field to access the lookup table, serv_cod.dbf. You can then see that ALIGN = ALIGNMENT, BRAKE2 = 2 WHEEL BRAKE JOB, BRAKE4= 4 WHEEL BRAKE JOB etc. If creating a Lookup file, remember, if the city field in the lookup table is 20 characters long, then only 20 characters are transferred, even if the city field in the main table is 30 characters long. Also, if you have a field in both files you don't want changed, say "description", when you transfer, data from the lookup file description field will overwrite the description data in the main file. Copyright © 2005 B+B Systems, LLC 5/12/2010
  • 31. Customization If there is a special option that you would like to add , we offer customization services. Callback field You may want to be automatically notified when customers require your attention on a future date. If you have a "DATE" type field in your file called CALLBACK, every time you startup your system, this field will be checked. If you have any records in your file with a CALLBACK date greater than the current date and within 14 days, the first record meeting this condition will be displayed for you, with the remainder in callback sequence. If you don't want to see the callback prompt at startup, you can enter 0 for the date span value in setup. You can use the callback hot key to display a list of "future time values", such as one- week, one month, or two months, etc. If the current date is January 1 and you wish to be reminded to callback in one month, select one month from the callback.dbf list and February 1 will be entered into the callback field of your file.
  • 32. 32 Maintenance options Duplicate Checking B&B Systems offers both SOUNDEX (sound-a-like) and EXACT testing of records in your file. Exact matching will NOT uncover differences in spelling. If you have two records, one with a last name of SCHULTZ, and one with SHULTS (with matching first names and city names) exact matching will not identify them as duplicates, but Sound-alike may. NOTE: The Soundex process generally ignores vowels. Once you've selected the type of matching you prefer, the next step is to select WHICH RECORDS and WHICH FIELDS of data are compared. If you are going to compare phone numbers, and have many records with no phone numbers, you may want to add a Flexi- Select to pick phone numbers that ARE NOT BLANK or EMPTY. This way you won't see a large number of duplicate records that have empty phone numbers. You will need to select which fields to compare. For example, if you do not want two records with the same address, you can select the address field. You can also opt for your B&B System to automatically mark all duplicate records for deletion. But it is suggested that you print a report of the duplicates BEFORE opting to delete them automatically. Check the report first for accuracy and then re-run the process with the automatic deletion feature turned-on. If there are several records you prefer NOT to delete, note which ones on the report, process the automatic deletions, then go back and Recall them from deletion status individually in the Edit mode You also have the option of assuming that the newest record is the "good" record, which reviews the file in reverse order (Last record=Good record). You can also define which fields appear in the report listing. Normally you would include the same fields that you are checking for duplicates, plus one or two others. Search/Replace Another option, "Search and Replace", is very powerful. It should only be used after making sure you have a backup file, and you have used Flexi-Select to pick the appropriate records first. After selecting this option, you can say, replace all Last Names with 1) Blanks, or with 2) "SMITH" by entering "SMITH" in the replace value, or 3) change existing values to Proper capitalization by selecting the Prpoer option, or a 4) VALUE FROM ANOTHER FIELD by selecting the other field for the replace value. In regards to #4 above, you can replace one type of field (Character) with the value in another type of field (Numeric), but be cautious. Make a backup copy first. Not all values are replaced accurately, especially if some character fields contain both numeric and non- numeric characters. Copyright © 2007 B&B Systems 5/12/2010
  • 33. 33 TIP: If you are "replacing" values in the Same field as the sort field, you will get unpredictable results. Use a different sort if this is the case. For example if you wanted to replace all of the empty Company names with ACME, the first empty record will become ACME, and it will suddenly be at the bottom of the file (and finished with replacing) because it is sorted by Company name. Maintenance/Housekeeping DELETING RECORDS, PACKING, and REINDEXING issues When you delete records they are "marked" as deleted. Records are not physically removed until you select the "Housekeeping" option in file maintenance. Until you run housekeeping/Pack, you can "undelete" or “recall” records. In addition to permanently removing records marked as “deleted”, housekeeping will refresh index/sort files. If you see data ordered incorrectly, or receive errors regarding data not found, housekeeping may resolve the problem. Delete or Undelete/Recall Groups of Records This is a convenient method of marking large groups of records as having either deleted or undeleted status, instead of doing so individually in the browse screen. Marking records for deletion does not permanently remove them. They will be permanently removed when the file is packed. You will be provided with the Flexi-Select screen. From this selection screen you can select field(s) AND enter the values for each field that you are interested in. Records matching those values will be selected. Review these records before deleting them. This gives you the opportunity to confirm which records you want to delete. HINT: If you want to look at deleted records in order to Recall them, edit the line DELETE=ON in your config.fpw file. Change it to DELETE=OFF. Then re-start your system. Add/Edit/Delete Fields in your table Be careful when deleting fields. On some B&B Systems, some fields are required and could cause your system to become inoperable. Copyright © 2007 B&B Systems 5/12/2010
  • 34. 34 Clean table of Invalid Characters You can scan your table for bad characters. Invalid characters, such as characters from the extended character set can render tables unusable, as well as unreadable. This could be an indication that the table has become corrupted. Define the characters you believe to be The next step is to find any invalid acceptable in your table. All other characters, and put them in a separate, characters will be removed. temporary table. If any are found, you can test cleaning them. If the results appear OK, you can then process the current table (registered users). Copyright © 2007 B&B Systems 5/12/2010
  • 35. 35 Hints on handling data It pays to look ahead on how you expect to use your file. If you have one master file, you can always 'dissect' (not physically) your file into sub-files, and thus use one file for multiple purposes. With DOALL, you can use Flexi-Select to just pick records where interest='BC' (your Bridge Club), and just concentrate on those. Maybe you need to add a field to handle 'I' Industrial or 'S' Special Handling accounts. For large volume Mailers, any two character field can be used to contain the carrier route information. It is not recommended that you have separate files for separate purposes. Use values in fields to distinguish record types. It is not recommended for this reason: Having all records in one file will be an advantage when it comes to maintenance. When you edit a record in one file (address change), a similar record in another file will become outdated. Instead, all records, should remain in one main file, with codes indicating uses. DEVELOPING and PROCESSING SALES LEADS Here is a example of the Postcard method to develop and process Sales Leads. This postcard is designed to fit many sales activities, such as handouts at seminars & expositions, mailing stuffers, and for recording office or field calls. When ready for processing, plan ahead by designing the format to follow your add and edit screens (Easier for everyone to input data). Print them on standard 3.5 x 5.5 postcard stock, with your company name and address on the front and it becomes an easy-to-return self mailer for a Sales Lead. Consider having it printed with Business Reply Mail pre-paid postage, available from the U.S. Post Office for an annual fee and a per piece handling fee. (They can still be used as an office form to record leads, you won't incur postage costs). SALES LEAD POSTCARD EXAMPLE ABC Company Name ___________________________ Title ________________ Company ________________________ Phone ________________ Address _____________________ City ________ ST ___ Zip____ Contact me regarding: [ ] MODEL#1 Airplanes [ ] MODEL#2 Planes [ ] #245 parachutes [ ] etc. | | | | | | Comments:_____________________________________________ (REVERSE SIDE should be self-addressed to ABC Company) Set up the Product Interest check-off boxes to resemble your Product/Services. Once returned, you can easily enter data from these cards. ANALYZE REASONS FOR LOST SALES Analyze why you lose sales. Use a Miscellaneous code to assign a reason why a sale was lost (ie. Q=perceived as being lower in Quality, P=higher in Price, etc.). Also indicate in a field the potential sale size, Then you can later review the impact of lost sales by using Flexi-Select to select records with any of these lost sales codes. Sort by this code, and print this misc. code plus any potential sales field. The frequency and impact of each code will tell a story. Copyright © 2007 B&B Systems 5/12/2010
  • 36. 36 SOURCE - Measure Marketing Program Effectiveness A Source field can be added for tracking the origin of each Sales Lead. Indicate the type of media (ie. NE=Newspapers, RA=Radio) that produced the Lead, or pinpoint Leads developed as the result of specific marketing programs. For example, Promotions for program #1 can be coded 'P1', Program #2, 'P2', etc., Cold Calls 'C1', or Direct Mail 'D1'. The potential combinations are numerous. You can even use codes that indicate the timing of your promotion, by using month & year in your code. Your fall and spring promotions can then be easily 'picked out'. Summarizing sales, expenses and other data could provide an indicator of where your marketing dollars are being spent, which ones develop the most Leads (and the ones with the most potential) and possibly where your marketing dollars should spent. GENERAL COMPUTER OPERATIONS BACKUP Make BACKUP copies often (at least of your *.dbf files). If you have many transactions per day, you should backup daily, if not twice daily. You should also have multiple backup copies so that you have at least one backup that is less than one day old, one a week old, one a month old, etc. Backup hardware has become available in many different formats. External units can be moved around to perform backup on multiple PC's. EXISTING FILE CONVERSION SERVICE If you currently have a file of mailing records (from a 'list' vendor, 1-2-3 files, ASCII files, etc.), but do not know how to convert them to the B&B format/structure B&B will convert this file for you at ten cents per name. Send the file to B&B. The approximate time required is 2 weeks. TEXT EDITING CUT & PASTE In some B&B systems you will be given the opportunity to edit a file such as a report or letter prior to printing. You can do some simple cut and pasting. To 'block' or highlight text, use SHIFT and the ARROW KEYS. After highlighting, you can cut text with Ctrl-X, to copy the text, use Ctrl-C and to Paste the text you've highlighted, use Ctrl-V. Other Key Combinations TAB - moves field by field to the right in Browse screens. SHIFT-TAB - moves field by field to the left. CTRL-Right Arrow - move one word to the right CTRL-Left Arrow - move one word to the left. UPGRADES When upgrading from a single user to a site or corporate license, you can deduct the original cost. When you receive an upgrade, new files like new printer codes or reports, or data files normally are named "UPGR????" so they can be safely installed onto your regular directory. When your system is started, you will be asked if you want to upgrade each of these new files, which you will normally do, UNLESS you've customized these files. Copyright © 2007 B&B Systems 5/12/2010
  • 37. 37 Note: If your system is licensed on an annual basis, you can constantly upgrade your system though out the year through web downloads. If you require a CD, there is a $25 handling fee. If you desire that certain features be included in newer versions, contact us to see if the enhancements have already been included in new versions, or if your special needs can be incorporated into future versions. If you plan on installing or accessing B&B systems on MORE than one machine, consider a Site License. A Site License allows multiple installations at one site, or access by multiple users at one site (ie. installation on a server with access by multiple workstations). A Corporate License allows multiple installations at different sites for the same company, or access by multiple users of the same company at more than one site. Licenses are not software purchases. Copyright © 2007 B&B Systems 5/12/2010
  • 38. 38 E-Mail options If your table contains email addresses, you can produce emails from your system. When you first open the email screen, you will see a “pick list” box. You need to identify which field in your table contains the email addresses (Any time you access this screen again, your selections will be remembered). The next step identifies a field containing the full name, or individual fields containing the first name and the last name. This inserts the person’s name into the email address. Once setup, you can use the hotkey CTRL+E to bring up the e-mail screen. There are three different email protocols to select from, SIMPLE, MAPI, or SMTP. Simple uses the currently defined email client (See Internet Explorer, Tools>Internet options>Programs). MAPI uses Outlook/Outlook Express. SMTP uses Windows functions to send emails. You can insert variables into your message. Press to bring If your system has Hot-Key up a list of field names to pick from. If you select “saledate”, capability, you can select a you will see <<saledate>> inserted. When the email is default here. With hot keys, one created/previewed, actual data is inserted. email is produced for the selected record, and you do not You can select an “Immediate IF”, then modify it to insert have the option to select practically anything you want, like IIF(state=”NY”,”Tax records. applies”,””). Copyright © 2007 B&B Systems 5/12/2010
  • 39. 39 Map addresses using Microsoft MapPointTM If you have purchased Microsoft’s MapPoint (required), you can link your local tables to easily produce maps or driving directions. Identify whether your table stores actual addresses, or Latitude – Longitudes values Identify where address information is stored in your table Then identify what you would like to create from your addresses Copyright © 2007 B&B Systems 5/12/2010
  • 40. 40 MapPointTM – How to start Optional – Prepare your table You may want to add some additional fields to your table, depending on how you want to use MapPoint data.: (Note: to add or change fields in your table, see , Menu>File>Modify fields). Saving your output to files? - You may want to add an additional field to your table that stores the name of MapPoint Map/Directions files created. This would cross reference which file was created for a specific record. You could call this new field FILENAME, but make sure it is long enough (60 characters?) to store the file name and folder you are storing your files to. Save Driving Directions? - It may be useful to add a “memo” type field to your table. You can save your driving directions directly in this memo field. If your business happens to have a grand opening at a new location, you can give past customers an easy way to find your new location. Multiple routes from one file? – You have a couple options here. Option 1 is to select a field containing the values you want to group into each route. For example, if you have a salesperson field, then all Bob’s will be in one route, all Dan’s, etc. (see Key field example). Option 2 would be to designate a character type field containing Start/Stop keywords. (see Multi-Route key field illustration). In this example, the field is called “routemark” Need Latitudes or Postal codes in your table? – You can have Doall insert some of MapPoint’s values directly into your table, such as Longitude, Latitude, Driving minutes, Driving Distance (Miles or km), or postal/zip codes. You will need fields in which to store these values. (Note: Latitude and Longitude values are best stored in numeric fields 15 digits long, with 10 decimal places). Which records have had maps created for them… and when? - An option may help you locate maps you recently created. If your table has a "Date" type field called MAPPDATE, Doall will automatically fill-in the date a map was created. Start using On the main MapPoint screen, select which fields contain address (or latitude/longitude) data in your table. Once you define where the addresses are in your table, you can decide what to do. Copyright © 2007 B&B Systems 5/12/2010
  • 41. 41 MapPointTM Routes – multiple routes screen Select multiple routes and the “options” button. You can create three different types of routes containing multiple records. One route – all “selected” records from the top of the You can change the default starting/ file to bottom. end points for EACH ROUTE. Option#1 – Multiple routes, groups all like values together in a group (ie. Salespersons named Bob will Force each route to be a round trip be in one route). route, or add specific starting or Option#2 – Multiple routes , dependent on hard ending points to each route. coded values of “start”/”stop” contained in a field in the table (requires maintenance) Copyright © 2007 B&B Systems 5/12/2010
  • 42. 42 One route – multiple records Default Start and End points are the 1st and last records You can produce a single Route, for ALL selected addresses in your table. The Map/Driving Directions will contain all the addresses in the table, and MapPoint will then calculate the route. Optionally, you can do a record selection to pick specific records first, say just the records in one city, or in one zip code. Once all the records are dumped into MapPoint, the route is then calculated. Multiple routes from one table – Option 1 KEY field Default Start and End points depend on when the value changes in the field you select. With this option it is easy to produce a salesman’s route for 10 salespeople daily. Say you have a table of client names. Let’s assume this table contains a salesperson’s name, or a zip code, or a territory code. If you want a route for each salesperson, or each territory code, you would select this field as your KEY field. Doall will loop through your records, and whenever this value changes, a separate route will be created by MapPoint.. So, a route is created for all of Bob’s records and all of Dan’s, etc. Or, for a territory code, a route is created for Territory#1, #2, etc. Whenever the value in this key field changes, a new route is started. Normally, all records in your table are processed, but you can select a portion of your table’s records for processing. You may want to select records that have a contact date “older” than 30 days, or, you could just select salesperson=”Bob”, in which case you would only produce one multiple address route. Note: It is important that your file is sorted on your key field in order for records to be processed sequentially. Copyright © 2007 B&B Systems 5/12/2010
  • 43. 43 Option #1 – Use a Key field to identify Route Start and Stop This is an example of the use of a KEY value in your table to determine when routes start and stop. In this case, the Key field is SALESPERS. Three routes are created, one for Bob, Dave and Jim in MapPoint. Multiple routes from one table – Option 2 “Start/Stop” values in table Default Start and End points depend on when a value of “Start” or “Stop” is encountered in the table. This option requires more maintenance. It requires you to have a field in your table where you insert route “start” and “stop” values. If you don’t have a spare, unused field in your table, you can add one Menu>File>Modify fields. For example, let’s say you have a 10 character field called ROUTEMARK (see below). All you need to identify the start and stop points for your route is to put the values START, FROM or BEGINNING into this field “routemark” to identify the starting point record. And, put the values STOP, TO or END into “routemark” to identify the ending point. (Note: the sort order selected for your table will influence the results. Start records should preceed the Stop records throughout your table). Copyright © 2007 B&B Systems 5/12/2010
  • 44. 44 The disadvantage with this method is that you need to insert these codes to indicate the start and end of each route. Make sure your table is sorted properly because the start records must preceed the stop records. Option #2 Multi-Route Start/Stop field This is an example of the use of keywords in your table for multiple routes. When a value such as START, FROM or BEGINNING is encountered, the route is created (in this example, the route starts at 1909 easy street and ends at 115 w. south). Examples of changing the default Starting and Ending addresses in routes Sample Route – No additional options selected Record #1. 1909 Easy Street (start) Record #2. 626 E. Wisconsin Ave. Record #3. 115 W. South Street (end) Sample Route – with “round trip” option (click “Round Trip” option in Multiple Routes screen). Record #1. 1909 Easy Street (start) Record #2. 626 E. Wisconsin Ave. Copyright © 2007 B&B Systems 5/12/2010
  • 45. 45 Record #3. 115 W. South Street Round trip (repeat Record #1) 1909 Easy Street (end) Sample Route – with forced Start address option (click “Force a “starting address” option in Multiple Routes screen). Forced start: 627 Madison Street (start) Record #1. 1909 Easy Street Record #2. 626 E. Wisconsin Ave. Record #3. 115 W. South Street (end) Sample Route – with forced End address (click “Force an “ending address” option in Multiple Routes screen). Record #1. 1909 Easy Street (start) Record #2. 626 E. Wisconsin Ave. Record #3. 115 W. South Street Forced end: 627 Madison Street (end) Sample Route – with forced Start and End addresses (click “Force a “starting and ending address” option in Multiple Routes screen). Forced start; 627 Madison Street (start) Record #1. 1909 Easy Street Record #2. 626 E. Wisconsin Ave. Record #3. 115 W. South Street Forced end: 211 Jupiter Street (end) Sample Route – with “round trip” option and forced Start address (click “Force a starting address” and “round trip” options in Multiple Routes screen). Forced start: 627 Madison Street (start) Record #1. 1909 Easy Street Record #2. 626 E. Wisconsin Ave. Record #3. 115 W. South Street Round Trip (forced start): 627 Madison Street (end) Sample Route – with “round trip” option and forced End address NOT AVAILABLE Sample Route – with “round trip” option and forced Start and End addresses NOT AVAILABLE Automatically insert Stop times or Layover times for individual stops Let’s say some of the addresses in your table require additional layover time once the destination is reached. In the setup screen, you can identify a field in your table that contains extra layover times for each record. You can even assign the same extra layover time for each address. (this value should be in minutes and should not exceed 1440, the equivalent of 1 day). Copyright © 2007 B&B Systems 5/12/2010
  • 46. 46 If you define a field for layover minutes, it will be checked each time a stop is added to your route. If a value greater than zero is found, the route is delayed for that number of minutes before embarking on the next stop. (to cancel the automatic insertion of layover minutes, select “no field” in the list of fields). For example, if you want to give your driver an extra 10 minutes at each stop, enter 10 into all records in this stop/layover field. If some stops require a longer layover, you can customize each stop time. Note: this has no effect on the first record, because the start time controls departure. Sample table with layover minutes contained, in this case, in a field called “stoptime”. Copyright © 2007 B&B Systems 5/12/2010
  • 47. 47 MapPoint – Driver profiles/preferences In the setup screen, click the button for Driver profiles/preferences. You can have all drivers use the same profile, by selecting the default profile. Or, you make individual driver profiles. Each driver can have their own route types, shortest, quickest, or with specific road preferences. Each driver can have his/her own speed averages, and start/end or flexibility time (extending the end of the route for the last stop) In order to use individual driver options, you need to add a record for each driver in this screen. Plus, you need to pick a field in your table that contains driver names that match the driver names you just added. An example would be the creating routes for the three “salespers” example, Bob, Dave and Jim. If you add driver profiles for these three drivers (using the same names), and select “salespers” as the field containing driver names, each of these three routes will be based on the driver profiles you defined here. When the first Bob record is encountered, the upcoming route for Bob will be calculated based on his profile. Define preferences here, either for the Add individual driver profiles here. “default” driver or individual drivers. Copyright © 2007 B&B Systems 5/12/2010
  • 48. 48 You can define the following: Personalized start time The default start time for individual routes is 9:00am. You can use one start time for all drivers, or a unique start time for each drive. Personalized end time You can also define the stop time. This is valid either for all drivers, or a unique stop time for each driver. Several additional options give you flexibility in scheduling end times for routes. You can click a button to clear the end time. No end time creates a “Drive-Thru” route, a continuous route with no day breaks. Also, you can define a Flexibility Factor (default = 15 minutes, max. = 120) that can extend travel beyond the end of the driving day to reach the next stop. Copyright © 2007 B&B Systems 5/12/2010
  • 49. 49 MapPoint – Points of Interest – plot on map/create a .dbf table Examples of these points include: (If your map scale is large, points of interest may not display). Airports – Major, Airports – Minor, ATMs, Auto Services, Bus Stations, Campgrounds, Cinemas, Convention Centers, Galleries, Gas Stations, Hospitals, Hotels and Motels, Landmarks, Libraries, Marinas, Museums, Nightclubs and Taverns, Park and Rides, Police Stations, Rental Car Agencies, Rest Areas, Restaurants – Asian, BBQ, Chinese, Delis, French, Greek, Indian, Italian, Japanese, Mexican, Pizza, Seafood, Steak, Thai, Schools, Shopping, Casinos, Stadiums and Arenas, Subway Stations, Theaters, Train Stations, Banks, Grocery Stores, Ski Resorts, Golf Courses, Wineries, Amusement Parks, Parking, City/Town Halls, etc. Pick Points of Interest desired (and radius): When you define at least one Point of Interest, a .dbf table of POI's will be created when processing maps. Point of Interest report In the setup screen you can elect to automatically print/or save these points of interest when processing maps. In addition, you also have the .dbf table of Points of Interest for reference. Copyright © 2007 B&B Systems 5/12/2010
  • 50. 50 MapPointTM – Output options You can elect to produce: • Individual address Maps • Individual address (to destination ?) Maps • Individual address (to destination ?) Driving Directions, • Individual address (to destination ?) Maps and Driving Directions • Routes – for multiple addresses • Calculate + Save MapPoint’s Latitude ,Longitude, postal code/zip, driving time and driving distance values to your table. • Export comma delimited tables from your local table that can be used directly by MapPoint. And, you can send the results to: • Print • Save - (.PTT, .PTM, PocketStreets, or .HTM), • Save driving directions in a memo field’ • Fill-in missing data from MapPoint • Test-run – no output (use this option to scan your addresses to determine the success rate of finding the addresses in MapPoint based on your table’s data and your address definitions. In addition, you can store the name of the file you just produced in an empty field in your table. For example, let’s say you produce an .htm file with driving directions, named JOHNSMITH.HTM (or you could use a phone number, email, or even address to be more precise in naming files). You can save then upload the .htm file to the net, or email it directly to John Smith for him to open it in his browser. Copyright © 2007 B&B Systems 5/12/2010
  • 51. 51 MapPointTM - Driving Directions When you select Driving Directions, you can Output options Print them (sample output http://www.bbsys.com/mappointdirections.htm) Save them to a .htm file (same output as above) Save them in.doc format (if you have MS Word) Save them in a text (.txt) format. The text format allows more customization of the driving directions output. Save them in your table to a memo type field. Save the most recent driving directions in a .dbf table named allroutes(plus user name) Driving Directions – text output options The text boxes allow you to Select which Default MapPoint insert your own custom text items you wish to exclude. above and below your You can exclude individual lines directions. (like the bottom line, cost) or You can columns of data, such as Time or optionally insert You can even have data Distance. the TO/FROM automatically inserted from addresses. your table, such as Dear <<FIRSTNAME>> Copyright © 2007 B&B Systems 5/12/2010
  • 52. 52 MapPoint - produce map and directions in one file If you have MSWord, produce a route Map & Directions in the same .doc file. Can be printed or saved to file automatically. See file output options in the setup screen to select driving directions in MS Word format, and you will also be able to click the “add map” option. Time Mile Instruction For Toward 9:00 0.0 Depart 43.0389 -87.9036 on N Jackson 0.2 mi AM St (South) 9:00 AM 0.2 Take Ramp (RIGHT) onto I-794 0.8 mi I-43 / I-94 9:01 AM 1.0 At exit 1A, take Ramp onto I-94 [US-41] 15.1 mi I-94 / US-41 / Madison 9:15 AM 16.0 At exit 295, turn RIGHT onto Ramp 0.2 mi CR-F / WI-74 / Waukesha / Sussex 9:15 AM 16.2 Keep LEFT to stay on Ramp 65 yds CR-F / Waukesha 9:15 AM 16.2 Keep STRAIGHT onto Local road(s) 32 yds 9:15 AM 16.2 Turn LEFT (South) onto CR-F [Redford Blvd] 1.8 mi 9:18 AM 18.1 Keep STRAIGHT onto CR-F [E North St] 0.1 mi 9:18 AM 18.2 Keep STRAIGHT onto US-18 [SR-164] 1.0 mi 9:21 AM 19.2 Turn RIGHT (North-West) onto Madison St 0.2 mi 9:22 19.3 Arrive 614 Madison St, Waukesha, WI AM 53188 SUMMARY Driving distance: 19.3 miles Trip duration: 22 minutes Driving time: 22 minutes Cost: $2.15 Copyright © 2007 B&B Systems 5/12/2010
  • 53. 53 MapPointTM – Find addresses in your table within a specified radius There is a button on the main MapPoint screen allowing you to find all addresses in your table within a certain number of Miles/KM of a specific address (within a radius). Doall will access MapPoint to determine the distance between this specific address and all of the other addresses in your table. Addresses that are within this radius will be listed on screen. You will also see the calculated driving time in minutes, and the calculated cost Output options: Paste this list to the clipboard for use in other applications. Print a Quick report of the list Save the Driving Distance for future reference in your table Copyright © 2007 B&B Systems 5/12/2010
  • 54. 54 MapPointTM – Find Points of Interest within a specified radius There is a button on the main MapPoint screen allowing you to find MapPoint’s Points of Interest within a certain number of Miles/KM of a specific address (within a radius). Doall will access MapPoint to find MapPoint’s POIs. Initially you can select which “type” or “category” of POI you are interested in. When you elect to search for the Points of Interest, you will be presented with preliminary counts in each category.. Registered users will have the opportunity to save the data to a file on the hard drive. 10 POI’s can be processed for each license usage purchased. If 1,000 license uses are purchased, 10,000 POI’s can be saved permanently. Copyright © 2007 B&B Systems 5/12/2010
  • 55. 55 MapPointTM – Address validation You can use Doall’s link to MapPoint to verify addresses in your table. The verification process will loop through your records and list the address found in MapPoint on the left side of the screen, and the addresses not found on the right. Optionally, you can pick an unused field in your table in which to store a “flag” indicating if the address was successfully found. If you select a character field, “OK” will be inserted if the address was found, otherwise “NO” will be inserted. For numeric type fields, a “1” will be inserted if found, otherwise “0”. And if you select a logical type field, a “T” (True) will be inserted if found, otherwise “F” (False). You can decide later whether to continue using addresses that MapPoint could not find. Copyright © 2007 B&B Systems 5/12/2010
  • 56. 56 MapPoint – Extract Postal Codes, Zips, Latitudes or Longitudes (for routes, – Extract Driving Times, distances or costs) You can use Doall’s link to MapPoint to extract MapPoint data and insert it into your table. Once you define fields in your table containing address data, you can elect to replace/insert MapPoint's Postal Codes, Latitudes, and or Longitudes into specific fields in your table. If you elect to process a route (multiple addresses), you can also have MapPoint insert calculated driving times, driving distances, or driving costs into specific fields in your table. Pick the field in your table where MapPoint values should be inserted. Copyright © 2007 B&B Systems 5/12/2010
  • 57. 57 Costs Once you purchase Doall, you can purchase a license which counts the number of MapPoint lookups processed.. Licenses are sold in increments of 1,000 lookups (If any of your addresses cannot be found in MapPoint, their lookups do not count against the license total). When you decide how many license uses you will need, you can order the license file (to be sent via email after payment is received) from http://www.bbsys.com/license.htm Demos only allow processing a maximum of 5 sample records at a time. Copyright © 2007 B&B Systems 5/12/2010
  • 58. 58 MapPointTM – Display your personally defined Territories on maps You can display custom territories in your maps. Territories will display as colored geographical areas on the map. Files that define territories are plain text files, in comma separated value .csv format) containing some basic information. An example might be Territory and Postal Code, or Territory and County and State. Territory is a description of the territory you want displayed on the map. The other geographical information is used to color specific map areas. You can create these territory files within Doall. See Setup>Territories. In the territory screen, you can create territory files from any table (.dbf) containing at least a description of the territory and at least one additional field containing geographical information. This could be PostalCode, County, State, Census Tract, or MSA (or any combination thereof) In the territory screen, you can load any territory file you’ve created and can elect to automatically plot those territories every time you create a new map. Sample territory file, terr1.csv : Zip, Territory “53188”,”Bob” “53186”,”Dan” Sample map Copyright © 2007 B&B Systems 5/12/2010
  • 59. 59 Map addresses on MapQuestTM Produce MapQuest maps automatically from address data in your tables. The initial setup involves defining where address, city, state, zip (and optionally country) information is stored in your table. If you don’t have a country code in your table, or always map addresses in the United States, enter the ISO abbreviation (US) in the default country code. Once you have selected which fields to use, your system will remember these values whenever you use this table again. On this screen, you can optionally define the level of detail for your maps on a scale of 1 to 10, with 10 being the greatest level of detail, such as street level. Once these definitions are made, you can use the hotkey, Ctrl+M, from your main screen to automatically produce maps in your browser, based on data in the current record. In addition, you can print multiple maps automatically for selected records. Identify where certain address Copyright © 2007 information is stored in your table B&B Systems 5/12/2010
  • 60. 60 Address validation- MelissaDataTM You can use the feature to validate single addresses, or to validate & correct multiple addresses which requires a subscription with MelissaData.com. Single address validation You can validate single addresses over the internet. You will be presented with a setup screen where you define the location of address information in your table. Once you’ve completed this setup information, you will be able to use the hotkey (Ctrl+F5) to bring up a browser at MelissaData.com. You will be informed if the address is valid, and if so, additional information on this browser page includes: Aerial View AM, FM & TV stations City demographics Political Contributors & amounts for zip code Income Tax Home sales Labor statistics Map Non-profit organizations Street detail Carrier Route County FIPS code Time Zone CMSA – Consolidated Metro area PMSA – Primary Metro area Congressional Representative Latitude, Longitude Census tract Multiple address validation and replacement You can use the Multiple address validation and data updating service in demo mode, but only Nevada addresses can be validated. Otherwise, you will need a subscription with MelissaData. This feature is provided as a service to our customers. (B+B Systems, LLC is not affiliated with MelissaData in any way and is not responsible for issues relating to MelissaData) To get started in demo mode, you will several things. First, you will need to download support files from http://www.bbsys.com/melissafiles.html Second, create a text file called MELISSAPATH.TXT (or MELISSAPATHCANADA.TXT for Canadian addresses). In it, enter the “path” to the newly downloaded support files (ie. C:program filesbbdoall) If you decide to subscribe, and receive a license # from MelissaData, enter it into a file called MELISSALICENSE.TXT Copyright © 2007 B&B Systems 5/12/2010
  • 61. 61 Address validation – setup screen Validate addresses by using data elements on the left. If replacing/updating data, all pick lists (left and right) that contain a value will be replaced. If address is composed of multiple elements, define here. Identify location of address data And if replacing data, identify each element on the right in the “separate” address pick lists. Copyright © 2007 B&B Systems 5/12/2010
  • 62. 62 Special options Graphs Bar Graphs, Line graphs, Pie graphs, 3-D graphs You can select any character type field to graph. Graph either, the number of occurrences of each value in the field, or a percentage of the occurrences. You can also select two fields to produce cross-tab graphs. Encrypting data - user tables If your system allows encryption of your user data tables (ie. BBDoall and BBEAP), your system will open these tables and un-encrypt them “on the fly” when loading the data into memory. If you elect to encrypt your data, whenever you start your B+B System, the data is un- encrypted in memory). When changes are made, the new data is written back to the hard drive in encrypted form. This encryption software is used by U.S. Federal agencies for encryption purposes. This is a snapshot of an encrypted file opened “outside” your B+B System, using WordPad. Copyright © 2007 B&B Systems 5/12/2010
  • 63. 63 This is how the data appears on the hard drive. NOTE: you will need a password to un- encrypt user files. For security reasons, it is only supplied to registered users. Encryption – change degree of encryption You can customize the level, or sophistication of encryption. This should be done prior to encrypting your file(s). If files are already encrypted, and you want to change the degree of encryption, you may need to un-encrypt these files first. Find and run the file SETDEFAULTS.EXE. Open the file responsible for encryption:: XICRCORE.DLL (Xitech tm) in order to change the level of encryption. Encrypting data – other files Some systems (ie. BBDoall) will also allow you to encrypt any file on your hard drive. If you have a sensitive file, you can encrypt it (with a password), and it will remain that way on your hard drive, until un-encrypted with the same password. Since these files are not typically “user tables”, they are not opened, not loaded into memory, and not un-encrypted. There are usually two different encryption tools that can be used. One uses B+B Systems built-in encryption tool (Cryptor). The other method requires the installation of Window’s Win Crypto API on the user’s computer. Copyright © 2007 B&B Systems 5/12/2010
  • 64. 64 Compare + Print files or folders With this screen you can compare the contents of two files, two entire folders, based on size difference, date difference, or content difference. Move up/down in folder hierarchy Sort either list Select the folder. Files and sub- (last one selected). folders will fill the list on the left. Copy marked files to the other side. You can color code how differences Open the file(s) marked (for file appear, and click on which extensions that are registered) files/folders you want to appear in both lists. Print the list of file/folder names from the left side Copyright © 2007 B&B Systems 5/12/2010
  • 65. 65 Typing Shortcuts – when entering text If you type text often and have phrases that tend to be repetitive, you can define shortcuts, to have that text automatically entered. Right click in the text box to bring up a menu, and select “typing shortcuts”. You can define three character abbreviations for the text you want entered. Your shortcuts should be three unique letters (you can include special characters such as ~, ^, $). Then, when entering the three letters followed by the <SpaceBar>, the system will replace this three letter with the phrase you want. (Note: do not use a shortcut such as AND, because this is a far too common occurrence. For example, you can define BAE as a shortcut for the phrase “Body Area Effected”. Optionally, you can define a picklist of extra text to be added to the phrase “Body Area Effected” by entering values (each one on a separate line). For example, you can have “Head”, “Ears”, “Leg” as extra text items to follow your phrase. Copyright © 2007 B&B Systems 5/12/2010
  • 66. 66 1040 – Schedule D Attachment helper If you have too many stock trades to fit on a Schedule D, you can prepare a schedule D attachment here. Enter stock transactions directly from your broker's gain/loss report or import a file downloaded from your broker's website. Some scenarios may require editing, thus it is your responsibility to ensure the accuracy of these entries. Select “1040 – Schedule D Helper” under the Doall menu option, Convert Data. You can then prepare a table of transactions by: 1. Manually enter brokerage transactions, or 2. Import downloaded brokerage transaction files (Schwab, Etrade supported). Once transactions are created, you can produce a Schedule D attachment. Make sure you balance to your broker’s gain/loss statement prior to creating your attachment. Some of the options include: Prepare the Schedule D attachment with or w/o comments (useful in correcting trade imbalances). Prepare the Schedule D attachment in Sale Date or Trading Symbol sequence. Copyright © 2007 B&B Systems 5/12/2010
  • 67. 67 ShareWare Limited Shareware Versions Of This Software Are Distributed Freely. No Price Or Consideration Should Be Charged For This Software, Unless It Is For The Cost Of Registration With B&B Systems. Commercial Distributors May Distribute This Software, But They Should Not Charge For This Software, Although They Commonly Cover Their Costs With A "Distribution" Fee. Files And Programs On This Disk Should Not Be Modified, Nor Sold As Part Of Some Other Inclusive Software Package. DISTRIBUTION POLICY Demo versions of Systems produced by B&B Systems of Waukesha are commonly distributed through the 'Shareware' concept. Shareware software means that you can try software prior to purchasing it. It is based on the premise that 1) you should be able to try software before you purchase it, 2) sharing of information is to be encouraged, and 3) those users who decide to use such software have an obligation to support the Shareware authors so that Shareware development can continue. Shareware versions of this software have limitations, usually number of records or time period, and are distributed freely. We encourage others to distribute these demo versions. Should you decide to purchase, you can ONLY PURCHASE through B&B systems. Some companies will charge you for a disk copying service, but they are NOT ALLOWED TO SELL B&B SYSTEMS. They are basically a "disk copying service". Files and programs on this disk should not be modified, nor sold as part of some other software package. If you decide to use this software, please register. It is the only way QUALITY software will continue to be available. WE ENCOURAGE YOU TO DISTRIBUTE SHAREWARE DEMOS Although B&B Systems encourages you to copy and distribute limited edition Demo versions, this is not public domain software. This program is copyrighted. Also, should you decide to register your system, remember that sharing registered copies with others is not just illegal, but registrations from all users will help ensure that YOUR system continues to IMPROVE and GROW. Copyright © 2007 B&B Systems 5/12/2010
  • 68. 68 Warranty DISCLAIMER OF WARRANTY AND LIMITED WARRANTY The Software and accompanying written materials (including instructions for use) are provided 'As Is' without warranty of any kind. Further, B+B Systems, LLC does not warrant, guarantee, or make any representations regarding the use, or the results of the use, of the Software or written materials in terms of correctness, accuracy, reliability, currentness, or otherwise. The entire risk as to the results and performance of the Software is assumed by you. If the Software or written materials are defective, you, and not B+B Systems, LLC or its dealers, distributors, agents, or employees, assume the entire cost of all necessary servicing, repair, or correction. B+B Systems, LLC warrants to the original LICENSEE that 1) the disks on which the SOFTWARE is recorded is free from defects in materials and workmanship under normal use and service for a period of ninety (90) days from the date of delivery as evidenced by a copy of the receipt. Further, B+B Systems, LLC hereby limits the duration of any implied warranty(ies) on the disk to the respective period stated above. Some states do not allow limitations on duration of an implied warranty, so the above limitation may not apply to you. B+B Systems' entire liability and your exclusive remedy as to the disk(s) shall be, at B+B Systems ' option, either a) return of the purchase price or b) replacement of the disk(s) that does not meet B+B Systems' Limited Warranty and which is returned to B+B Systems, LLC with a copy of the receipt. If failure of the disk(s) has resulted from accident, abuse, or misapplication, B+B Systems, LLC shall have no responsibility to replace the disk(s), or refund the purchase price. Any replacement disk(s) will be warranted for the remainder of the original warranty period, or thirty (30) days, whichever is longer. THE ABOVE ARE THE ONLY WARRANTIES OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, THAT ARE MADE BY B&B Systems ON THIS B&B Systems PRODUCT. NO WRITTEN OR ORAL INFORMATION OR ADVICE GIVEN BY B+B Systems, LLC, ITS DEALERS, DISTRIBUTORS, AGENTS, OR EMPLOYEES SHALL CREATE A WARRANTY OR IN ANY WAY INCREASE THE SCOPE OF THIS WARRANTY, AND YOU MAY NOT RELY ON ANY SUCH INFORMATION OR ADVICE. THIS WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS. YOU MAY HAVE OTHER RIGHTS, WHICH VARY FROM STATE TO STATE. NEITHER B&B Systems NOR ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION, PRODUCTION, OR DELIVERY OF THIS PRODUCT SHALL BE LIABLE FOR ANY DIRECT, INDIRECT, CONSEQUENTIAL OR INCIDENTAL DAMAGES (INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OF OR INABILITY TO USE SUCH PRODUCT EVEN IF B+B Systems, LLC HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. BECAUSE SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES , THE ABOVE LIMITATION MAY NOT APPLY TO YOU. The SOFTWARE and documentation is provided with RESTRICTED RIGHTS. Use, duplication, or disclosure is subject to restrictions as set forth in subdivision (b)(3)(ii) of the Rights in Technical Data and Computer Software clause at 252.227-7013. Contractor/Manufacturer is B+B Systems, LLC, 627 Madison, Waukesha, Wisconsin 53188. Copyright © 2007 B&B Systems 5/12/2010
  • 69. 69 GRID Tips Right click in the gray scrollbars to display grid setup window for changing colors, fonts, column descriptions, etc. in grids. Right click anywhere in the scrollbars Grid controls selection will appear allowing selection of colors, fonts, heading descriptions, etc. You can split the screen, and display data vertically on the left, horizontally on the right. For split screens, you manually adjust the split size by moving your mouse over the black rectangle at the bottom of the split screen divider line and it will turn into a double arrow, ready for moving left or right. You can also adjust the height of each row manually by moving the mouse to the left side of the grid and grab the second horizontal dividing line (from the top). Widen or shorten columns by grabbing the vertical dividing line in the header with your mouse and moving left or right. Columns can be moved by dragging your mouse in the Copyright © 2007 B&B Systems 5/12/2010
  • 70. 70 gray header area either left or right. Right clicking in this header will re-sort columns if a compound index file is in use. Font Sizes In grids, you can control the font size for each data column. Just bring up the grid setup window (see Display options in menu – or - right click in the gray scroll-bar area of the grid) to select font size, color and other options for each column individually. Dynamic Font Sizing You can even change the font size in ALL columns dynamically. In the grid setup window, check this dynamic option, and click to adjust row height (second row line in left border). If you double the row height, the font size in each column will double. . This can be especially helpful for the visually handicapped. Select “dynamic” option Then, drag 1st row line (in border) up or down to adjust row height Copyright © 2007 B&B Systems 5/12/2010
  • 71. 71 Split Screen You can display data horizontally and vertically in the same screen. Simply click on the split screen option, then select horizontal/vertical, vertical/horizontal, or some other display option. There is a split screen marker at the bottom of the grid. Drag it to widen/shorten either side of the screen. Select split screen option Drag split screen marker to widen or shorten either screen Select display method for each split Copyright © 2007 B&B Systems 5/12/2010
  • 72. 72 FAQ - Frequently Asked Questions Q. When printing my reports, the data appears to contain duplicates of just one record. A. Check your report file (.FRX) to make sure that the individual fields do not contain a file alias for each field, such as myfile.lastname. Eliminate alias, or file names, from any field names. Q. I get a CANNOT EXECUTE error. A. You are running your system on a network, and you need to mark all executable type files as "read-only" (right click on the file and edit properties). This includes .EXE, .ESL, .DLL type files. Copyright © 2007 B&B Systems 5/12/2010
  • 73. 73 INDEX Address validation...............................................................55 Address validation- MelissaDataTM....................................60 COMMA DELIMITED.......................................................20 command line........................................................................8 Driving Directions...............................................................50 Duplicate Checking..............................................................32 Dynamic Font Sizing...........................................................70 Email...................................................................................38 Encrypting data....................................................................62 Export types.........................................................................18 Extract Driving Times..........................................................56 Extract Postal Codes............................................................56 Flexi-Select..........................................................................25 Flexi-Sort.............................................................................25 Font Sizes............................................................................70 from .dbf’s to SQL Server/MySQL/Oracle/Access..............13 GRID Tips...........................................................................69 hotkey CTRL+E...................................................................38 hotkey, Ctrl+M....................................................................59 key field...............................................................................40 Key field........................................................................40, 43 Latitude................................................................................50 Layover times......................................................................45 Longitude.............................................................................50 Map addresses on MapQuestTM..........................................59 MAPI...................................................................................38 MapPoint.............................................................................39 Multi-Route.........................................................................44 multiple maps......................................................................59 Networking............................................................................6 Outlook/Outlook Express.....................................................38 Personalized end time..........................................................48 Personalized start time.........................................................48 SMTP...................................................................................38 Split Screen..........................................................................71 STANDARD DATA FORMAT..........................................20 Start/Stop field.....................................................................44 Stop times............................................................................45 tilde........................................................................................9 Unattended Import/Export.....................................................8 Unattended Maintenance/Housekeeping.................................. Maintenance......................................................................9 visually handicapped............................................................70 .dbfs and remote tables........................................................11 Copyright © 2007 B&B Systems 5/12/2010