Introduction of "document management system - creation kit"

Introduction of “File management system - Creation kit” 1
Introduction of
“File management system - Creation kit”
Made with LibreOffice calc
DcMgrKitBy1110
Low cost, simple setting,
In Windows and Linux mixed group,
Improve file management problem
For
Event: LibreOffice Kaigi 2018 (in Osaka Japan)
Date: 2018/5/12(Sat)
Presenter: Osamu Kawaguchi

Self-introduction
Name: Osamu Kawaguchi
● A pensioner who is studying Linux
and LibreOffice
● Mail : cast1110@yahoo.co.jp
Study room
● Enjoy Work Coworking Cafe
● Hiratsuka Kanagawa Japan
● 0466-90-3059
● info@enjoywork.blue

table of contents
● Cover, self-introduction, table of contents
● What is the macro?
● What the kit aims for
● Coffee break
● File management system - Creation kit
About files provided, requirements of
document management system,
common operation method, system
creation example, setup, possibility,
actual system example
● Try this kit
● The sites I referred to
● Back cover
1-3
4-6
8-10
11
12-32
33-34
35
36

What is the macro?
When troubled with Spreadsheet
Sub Print_Dst_Sheet()
　 With Active Sheet
　　 .PageSetup.CenterHolizontally = True
　　 .PageSetup.CenterVertically = True
　　 . Print Preview
　 End With
End Sub
The macro is a useful tool
● Spreadsheet is Super classic
of document creation tool
● Sometimes, troubles happen
● ex. printing problem
● Macros are effective means
● Once you set the macro
● Good results anytime

Macro registration
procedure
Detail Pages Next
By1110
What is the macro?
For ordinary users
Very difficult tool
As you imagined, he got confused.
Delicious sweets?
You can do it. As you like.
So, how can we do with the next article?
Chief clerk T
Chief clerk H
Chief clerk W
At sales office of a major company

What is the macro
How can everyone use macros?
● A lot of useful macros
● Can be used anytime
.
.
● We want to prepare such a system quickly
.
.
.

What is the macro
How can everyone use macros?
Yes, let's make a kit
● A lot of useful macros
● Can be used anytime
.
.
● We want to prepare such a system quickly
.
.
.
● A kit can do it

What the kit aims for
Targeting "the most troubling thing"
Estimate of DEF
Print it out, please
Similar names
And, in a folder?
How can I find it?
I don’t want to touch
his PC.
The boss has
gone out.
I decide to make a "File management system - Creation kit"
Document management system: commercial ones are expensive, no free one
At a small company

Target level
1. Effective and easy system
● Consider document management system requirements
● Easy operation
➔ Remote controler of TV
2. Easy system setup
● Easy setup procedure
● No macro source rewriting required
3. Low cost and high function
● Mixed Windows and Linux environments in the cloud
● Wide application, high expandability

My personal motivation
1. A small contribution to Linux and LibreOffice
2. To satisfy my playfulness
● What can user’s programming do?
● What can LibreOffice do?

A little break
Kit completed in one year.
Hiratsuka's
Star Festival
Memo:

File management system - Creation kit
Provided files A)Main file
1. Main file: DcMgrKitBy 1110-1805.ods
Sheet composition
① "_" Parameter / Record Setting Informations
② "Lch" Launcher / Open Lists (ledgers)
③ "Lst" List / Record summaries, Create and Open Files
④ "Inv" Sample of Invoice
⑤ "Esti" Sample of Estimate
Use with ① parameter & one of ② ～⑤
2. Commentary: Readme.txt
Coming soon
● If you are in a hurry please contact
cast1110@yahoo.co.jp

Provided files B)Samples
Demo1805
┣ 0Lch4Demo1805.ods Launcher
┣ Doc1
┃ ┣ 0Lst4Doc1.ods List
┃ ┣ 1FmEsti.ods Form
┃ ┣ A01.ods
┃ ┣ …
Sample
● "Estimation System for Small company in
Construction"
● You can use only by copying the sample directory

Document management system requirements
Document management
system requirements
About this system
Is it usable
level?
Arrangement
Filing
Search
Security
Disaster countermeasure
Save (archive)
Maintenance
Distribution
Workflow
Create
Authentication
Administrator sets directory tree
calc's ledger
Search function of calc
Fraud prevention through regular backup
Backup in the cloud
Manual
Manual
Manual
Manual
after entering the ledger
No version control
--
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from wiki pedia

file management system - Creation kit
Common operation method
A13.ods 2018/04/20 ABC Construction
A14.ods 2018/04/20 DEF Construction
A15
Estimate
By1110
日付日付Date contents Att OutList
C D FB G H I
1110
1110
Owner
EA
4
3
31
33
32
2
1
MENU
1. (Select one of the target lines), press menu button
2. Operate with popup menu
Select a cell of
the target
Estimate
Unified and easy operations
MENU Button
The only one trigger
For Starting operations
Save and quit
ーーーーーーーーーー
Open & Edit |_=>
GO < ∨
∧
> ∨∨
∧∧ Set U 25
Set D 30
List manager Menu
|_=>
GO
Applicationsexcel
soffice
List management menu
Select one and press GO button
Select one application
And press GO button

System creation example (quotation management)
Launcher
Open Quit
リスト日付担当内　　容
A01.ods
A02.ods
A03
18/04/20
/05/10
1110
1110
Estimate
　・
Invoice
　・
　・
Auto save & close
(Free the ledger)
Each File
Estimate of DEF
No. A02
2018/?/?
Details
Print Quit
OpenNew File
Estimate of ABC
Estimate of DEF
List / Estimate ledger
① Select form Create button Automatic② ③
File copy, Extension is to be given to the list name.
　　　　　　　　　 yes
In Use ？
No 　　
Quit・・・
Cloud on each PC
The ledger or each file is
Synchronized instantly
　　　　　　　 yes
In Use?
No 　　
Auto save & close
・・・
・・・
Item
A dep
note
A03.ods
Simple & easy
Exclusion function
Desktop
Icon

Setup① Installing LibreOffice(Preparation)
1. After installation, set macro security (enable)
● Tools ⇒ Macro security
● Security level ⇒ highest
● Trusted source ⇒ Trusted place
● 〃 file position ⇒ below reference
2. Specified directory
1. Windows: C:UserssomeoneDropboxDemo1805
2. Linux: /home/someone/Dropbox/Demo1805

Setup② Applications , Cloud (Preparation)
1. Installing and configuring applications
● Windows: word, excel, wmplayer
● Linux: totem, eog, gedit,
● <Important> For Windows, path setting is necessary
even for already installed applications
2. Set up the cloud
● No consideration for location on the directory or
drive name
● Obtain file name with full path by program or sheet
function

Setup③ Directory creation, file copy (Preparation)
1. （ Main File)DcMgrKitBy1110-1805.ods
Copy to the following names
Demo1805 Base Dir
┣ 0Lch4Demo1805.ods Launcher
┣ Doc1 Data Dir
┃ ┣ 0Lst4Doc1.ods 　 List
┃ ┣ 1FmEsti.ods Form
┃ ┣ A01.ods
┃ ┣ …
2. Delete unnecessary sheets

Setup④ Preparation mode (Common procedure)
|_=>
GO
List Mgr/Admin MENUUnlock
Setup
Prep Mode
Company name
Open Att
Open Out
ーーーーーーーーーー
Admin menu
|_=>
GO < ∨
∧
> ∨∨
∧∧ Set U 25
Set D 30
List Manager MENU
MEN button on a sheet
All column display, unlock,
show paramete sheet
⇒ preparation mode
List Manager ／ select admin menu
Columns width set, specified columns
hide, edit lock, hide parameter sheet
⇒ User mode
2018/5/12
DcMgrBy1110 MENU
G H I
1
2
3
4 Att Out
PassWord
cancel(C)
OK
1110
|_=>
GO
List Mgr/Admin MENUUnlock
Setup
Prep Mode
Company name
PassWord prompt
( initial value1110 )
Select Setup
Select preparation mode

Setup⑤ Setting of launcher (file)-A
1
LINUX2
Demo1805/3
AddDir FileName4
5
MENU
AddDir FileName
A dept. Doc1/ 1Fm4Esti.ods
4
11
12
13
B ～ E G HF
1. Fill in base directory (table)
2. Write target (table)
/home/Someone/Dropbox/Demo1805/ + Doc1/ + 1Fm4Mitsumori.ods = filename with full path
F G H
Necessary for obtaining full path
/home/Someone/Dropbox/Demo1805/Lch ～ .ods

Setup⑤ Setting of launcher (file)-B
3. Application registration (parameter)
winword
excel
Windows
.doc .docx
.xls .xlsx
extentions
soffice .xls .xlsx .doc .docx .ods .odt .odg
notepad .txt .html .htm
wmplayer .mp3 .mp4 .avi .wmv
nkf -w -Lw --overwrite .txt .html .htm
A B C
soffice .xls .xlsx .doc .docx .ods .odt .odg
gedit .txt .html .htm
107
108
106
109
110
111
112
127
128
Linux extentions126
totem .mp3 .mp4 .avi .wmv
nkf -w Lw --overwrite .txt .html .htm
129
130
114
131
132
A B C

Setup⑥ Settings of List manager
1. Application registration (same procedure as launcher)
2. Form file registration (parameter)
3. Fill in the text that is the base of the file name (table)
How many files? 2
1Fm4Estimate.ods
87
88
Form files 事務用86
1Fm4Mnutes.odt89
90
A B C
Owner Contents
A01.ods 1110 Estimate of BCD
A02
A03
A04
List
2018/5/12
Date4
11
12
13
14
C E FD

Setup⑦ Understand the mechanism (administrator)
1. New file = copy of the form file
● 1Fm4Some.ods copy to new file name
/home/someone/Dropbox/Doc1/A03.ods
2. shell application filename(with full path)
● Get full path automatically
➔ Launcher ／ formulas
➔ List ／ macro routines

Potentiality① Various file types
1. File types
● Office : text, pdf, excel, calc, word, writer,
● Graffics : .jpg, .png,
● Sound : .mp3,
● Movies : .mp4, .avi, .wmv,
2. Applications
● Office : notepad, gedit, acrobat, MS, Libre,
● AV : wmplayer, totem,
● Tools : nkf -w -Lw --overwrite

Potentiality② Group use, Private use
1. Group use
2. Private use
● Opens many files, quickly

Potentiality③ Data files decluttering
ー □ Ｘ
terminal
C:UsersSome1Music > dir /B
J.S.Bach,Toccata und Fuge in d-Moll.mp3
Puccini-Nessun dorma-Plácido Domingo
.mp3
Midler, Bette-The Rose!.mp3
C:UsersSomeoneMusic>
List Contents AttDate Owner
J.S.Bach,Toccata und Fuge
in d-Moll.mp3
Toccata und
Fuge
Bach_Toccata_und_
Fuge_d-minor.mp3
18/5/12 1110
Puccini-Nessun dorma-Plá
cido Domingo.mp3
Nessun Dorma Puccini_Nessum_
Dorma_Placido_Domin
go.mp3
18/5/12 1110
Midler, Bette-The Rose!
.mp3
The Rose Bette_Midler_The_Rose18/5/12 1110
4
31
32
33
Dir *.mp3
copy & paste
Copy from List
To Att
We can listen,
even 100 CDs
Car stereo can
not play mp3s.
File names of CDs
have many prohi-
bited characters.
34
C F GD E
To List Col Write better names

Potentiality④ Special kit / basic procedure of making
Easy installation
Target = "Launcher", "List", "Forms"
1. Design the seats
2. Istall the system
① Sheet copy (parameter sheet "_")
② Fill in various parameters
③ Import macro library
④ Create only one button and register macro

Potentiality④ Special kit ／ Detailed setting items
Items that can be set in the parameter sheet
● Overall parameters: program name, password, user (g) roup (p) rivate, protection level (b) oth (d) ock (s) heet (n) one,
opening message (not displayed when blank) Format ex.YYYY / M / Dggge m / month / d, company / organization 1,
company / organization 2, company / organization 3, user skill (H) igh (L) ow
● Parameters of various formats: Line number Column width Where to enter Column number Last column, column number
display Last column, prescribed column width (mm), auto input target (b) oth (d) ate (s) erialumber (n) one, print setting
type (l) ines (p) ages, line for repeating printing setting line printing (top), line for repeating printing setting line printing
(bottom), printing setting start column, both types (left) Column type (right), cell position document number, cell position
creation date, cell position page printing start line, cell position page last line of printing, company / organization 1,
company / organization 2, company / organization 3
● Parameter of the launcher: Line number Describe the column width, Column number Last column in use, Last column to
display Column width (mm), Column number Write the filename, Print setting Repeat line (upper) Print setting Repeat line
(bottom), print setting Repeat matrix number (left), print setting repeat line (right), print setting company / organization 1,
print setting company / organization 2, print setting company / organization 3
● Parameter of list management: line number (column width information), column number (final), column number (display
final), prescribed column width (mm), print repeating row (top), printing repetition row (bottom) Number (left), print
column number (right), column number source list, column number creation file name, column number list and creation
External, column number list and creation attachment, column number Date (source), column number Date , Column
number Date (external), column number date (attached), column number edited flag, edit confirmed file (a) llow (f) orbid,
directory (model file), directory (source), directory (creation destination) , Directory (external file), directory (attached file),
company / organization 1, company / organization 2, company / organization 3
● List management · Form file: Total number, type
● Application registration: Windows application, extension (separated by a space), application registration of Linux,
extension (separated by a space)
Many setting items for sheet design
Easy-to-fill table is waiting

Potentiality④ Special kit ／ Functions
MENU (Button on Launcher)
┃
┣save-quit
┣open, edit
┃┗select application ⇒ open
┣print
┣printing area clear
┣admin menu ⇒ password
┃┣open
┃┣unlock
┃┣set sheet
┃┣preparation mode
┃┗write company name
┣close
┣execute(GO)
┗move( u, d, l, r, pgup, pgdn )
MENU(Button on List)
┃
┣save-quit
┣open-edit
┃┗select application ⇒ open
┣file operations menu
┃┣copy, kill (list,Att,Out)
┃┣move(u, d, l, r, pgup, pgdn)
┃┣edit text
┃┃┗read, clear, write
┃┣new file
┃┃┗select form file ⇒ create
┃┣clear printing area
┃┗close
┣print
┣open att file
┣open out file
┃┣open
┃┣unlock
┃┣set sheet
┃┗write company name
┣close
┣execute(GO)
┣move( u, d, l, r, pgup, pgdn )
┣set line number (u)
┗set line number (d)
MENU(Button on Form file)
┃
┣save-quit
┣print
┃┗area or page
┣print sub menu
┃┣clear print area
┃┣show other sheets
┃┗hide other sheets
┃┣setup sheet
┃┗set company name
┣close
┣execute(GO)
┣move ( u, d, l, r, pgup, pgdn )
┣set line number (u)
┗set line number (d)
Making only one button installs all these functions.

1. Change items and comment text on sheet
Change global constant of macro source
● ' Lang = English
' Ttl_01 (14)
'---------------------------------------------------------------
Public Const Ttl_Admin = "Admin Menu "
Public Const Ttl_EachMenu = "Menu of each form "
● ' Lang = Portuguese
' Ttl_ 01(14)
'--------------------------------------------------------
Public Const Ttl_Admin = "Menu Administrador"
Public Const Ttl_EachMenu = "Menu de cada formulário"
Potentiality⑤ Convert to other Language
Changing some source code converts the kit lang to other

Actual use case
You two have made
800 estimates last year.
Was there any trouble? 　
Is that so.
Trouble? Any?
60’s 70’s
At a small company
Of course, they never
studied formulas.
It seems that making 800 estimates is not a surprising thing for them.

Try this kit
1. Using this kit
● Simple document management system
➔ Companies, schools, public institutions
● Manage photos, music, videos, and other libraries
➔ Family, Creator
● A slightly complex communication tool
➔ Circle activity, local community

Try this kit
2. Future direction
● Add new functions
● My macro, standard macro
3. Looking for collaborators
● Special kit creator
● About improvement, dissemination

The sites I referred to (many thanks!)
Sites URL
OSS(Open Source Software) でいこう !! 「 OpenOffice.org /
LibreOffice を使おう編」…お名前不明
.
LibreOffice で行こう！ LibreOffice(OpenOffice) について知
ったこと、覚書など… matuaki さん
.
おジさん学習帳 LibreOffice など Office ソフトなどについて
のブログ…おジさんさん
.
ubuntu & Libreoffice 初心者の試行錯誤メモ… Telster さん
.
いくやの斬鉄日記オープンソースからハイスクールフリート、
The Beatles までなんでもありの自称エンターテインメント
日記。…いくやさん
.
LibreOffice Calc Basic fun!!! …calibreblo さん
. http://openoffice3.web.fc2.com/
.
.
. http://openoffice.sblo.jp/
.
.
. http://oji3fromdti.blog.fc2.com/
.
.
. http://j11.blog.so-net.ne.jp/
.
.
. https://blog.goo.ne.jp/ikunya
.
.
. http://calibreblo.blogspot.jp/

Questions?
Memo:

Introduction of "document management system - creation kit"

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