Contents

-  The Database Administration is a separate system.

 -  Please read the Readme.txt file for the latest changes.

About Copyright, Registration, Technical Support, License

Add New Record

Ascii Characters

Clone Records

Delete Record

Edit Existing Record

Exit

Export

Hard Returns

Image View, Print

Image Renumber Pages, Delete Pages

Image Index

Print SQL Report

Purge Database

Refine

Restore Entry

Save Image

Save SQL File

Search Record

SQL Query

SQL Expressions and Functions

Tagging Items

Tutorial, Getting Started


Tutorial
Tutorial, Getting Started

For an extensive and updated tutorial, please read the Tutorial.txt text file.


Copyright, Registration, Technical Support

This system was developed by Informatik Inc, P.O. Box 868, Devon, Pennsylvania 19333.  For information on program modifications, systems integrations and custom applications, please contact Informatik Inc.

This is a copyright-protected shareware product.  If, after review and evaluation, you like the software, please register.  Shareware is based on trust, and we hope that all users will register.  Upon registration and payment of the registration fee, Informatik Inc will send you the latest master diskette, a registration certificate and a User Guide.  Registered users will receive technical support and software upgrades as specified in the application.

To register

From the About menu, choose 'Registration, Copyright, License' and follow the instructions.

To obtain technical support

From the Help menu, choose Technical Support and follow the instructions.

Infothek is a trademark of Informatik Inc.

© 1994-1995 Informatik Inc

All rights reserved


Add (Post) a new a Record
Add (Post) a New  Record

See also Edit a Record and Image - Indexing

First, please read Image - Indexing.

To add a record

You must be in the Data Edit and Indexing window.  You get there by pressing the Data Edit button (pencil) in the tool bar, or from the menu.

1.	From the Edit menu in the Data Edit and Indexing window, choose Clear Screen, or click the Clear button.  Generally, this step is not required if all fields are already blank.  Clearing the screen creates a blank record, ready to be filled in.

2.	Enter the data.

3.	Press the Update button, or choose Update Record from the File menu.

4.	The screen is cleared and the system is ready for the next record.

.


Search

You must be in the Data Edit and Indexing window.  You get there by pressing the Data Edit button (pencil) in the tool bar, or from the menu.

1.	Click the field that you want to search.

2.	Choose the Search menu.

3.	In the dialog box, specify the search characters (or type ***REPORT to access the records of the SQL report).

4.	Press the Search button.

The system displays the first matching record.  If there are several matching records, use the 'Arrows' button to move to the next or prior record.

The search feature filters out the records with matching word patterns.  Only the matched records are included in the lineup of records.  To remove the filter, blank out the search box (or enter an asterisk) and click the Search button again.


Edit an existing Record
Edit (Change) an Existing Record

See also:	Add a New Record

Delete a Record

To edit an existing record

You must be in the Data Edit and Indexing window.  You get there by pressing the Data Edit button (pencil) in the tool bar, or from the menu.

1.	In the Data Edit and Indexing window, select the record that you want to edit.  Use the arrow buttons or perform a search.  See also Search Record.

2.	Make the changes to  the record.

3.	Press  the Update button (check mark) or choose Update Record from the File menu, or move  to another record.  Moving to another record automatically updates the changes.


Exit System
Exit

To exit the system, choose Exit from the File menu.


Delete a Record

To delete a single record

You must be in the Data Edit and Indexing window.  You get there by pressing the Data Edit button (pencil) in the tool bar, or from the menu.

1.	From the Edit menu in the Data Edit and Indexing window, choose Delete Record.

2.	Confirm.

The action cannot be undone.


Restore Record

To restore a record

In theData Edit and Indexing window,  choose Restore Record from the File menu.  The record will be restored to the state of its last update.


Hard Returns

To insert a hard return into the text

1.	In a data input field in the Index Data Edit and Indexing window,  place the insertion point where you want to insert a hard return.

2.	From the Edit menu, choose Hard Return.


ASCII Characters
ASCIII Characters

To insert an ASCII character

1.	In a data input field in the Data Edit and Indexing window,  place the insertion point where you want to insert an ASCII character.

2.	From the Edit menu, choose ASCII.

3.	From the pop-up list, select the character.


Print  SQL Report
Printing the Report

To print a report

1.	Before you print the report, you may want to  adjust the column width.  In the heading of the report, point to the column partition line and, while holding the left curser down, move the line to the left or right.

2.	From the File menu, choose Print Standard Report.  To print the field values vertically, choose Print Vertical Report.

3.	The system prompts you to enter a short report heading.

4.	In the Print Dialog, select the printer (if required).

5.	Choose OK.


Clone  Records
Clone Record

To clone a record

You must be in the Data Edit and Indexing window.  You get there by pressing the Data Edit button (pencil) in the tool bar, or from the menu.

1.	In the Index Data Edit and Indexing window, select the record that you want  to clone.

2.	From the Edit menu, select Clone Record.  The cloned record is displayed.

3.	Make the necessary changes to the cloned record.

4.	Choose Update button.


Image -  Re-Arrange Pages, Delete Pages
Image - Renumber Pages, Delete Pages

TIFF and DCX file formats support multiple pages.  When appending an image to an existing file, the image is always appended as the last page.  However, the pages can be re-numbered or deleted in a separate procedure.

To re-arrange or delete a page

1.	Open the document image.  The first page of the image is displayed.

2.	From the File menu, choose Renumber/Delete Pages.  The Renumber/Delete Pages window appears.

3.	In the second column of the grid of page numbers, click the page that you want to move or delete.

4.	Choose the Up, Down or Delete button.  To move the page several steps, repeat the process for each step.

5.	To start over, choose the Refresh button.

6.	To execute the move or delete, choose OK.

7.	If a page is deleted, the original file is temporarily saved in the SAVEIMG file in the application's directory.


Save SQL Query
Save, Retrieve SQL Query

An SQL query statement can be saved to disk and later be retrieved.

To save an SQL query

1.	Create an SQL query.

2.	From the File menu, choose Save SQL.

3.	In the Save Dialog, select the file name.  Ensure that you are in the correct directory.

4.	Choose OK.

To open (retrieve) an SQL query

1.	From the File menu of SQL Query, choose Open SQL.

2.	In the Open Dialog, select the file name.  You may need to change the directory and/or extension name first.

3.	Choose OK.


Save Image File
Save Image

To save an in image file

1.	In the Image window, display the image.

2.	From the File menu, choose Save As.  The Save AS form is displayed.

3.	Select the directory.

4.	In the Graphics Format list, select the format code (normally TIF).

5.	In the File Name box, type the file name.  If the file name has a trailing serial number, you can increment the number by pressing the Next Serial Number button.

6.	Choose Save.

If the file name already exists, files in the TIFF and DC formats are appended as new pages .


SQL Query

See also:	SQL Expressions and Functions

To run an SQL query

1.	From the Edit menu, choose Clear Screen, or press the Clear button (broom).  This step is not required if the screen is already cleared.

2.	In the SQL Builder grid, select the individual fields that you want listed as columns in the SQL report. Just click the cell in the Select column.  A check mark appears in the selected cell.  The fields are already pre-selected.  Click the blue 'Check mark' button to include all fields, or the white 'Check mark' button to exclude all fields.  To un-select an individual field, place the cursor in the appropriate cell in the Select column and click, or press the Delete key.

The selected fields can now be filtered, aggregated (summarized) and sorted, as described below.  In addition to the listed database table fields, you can create calculated data columns, such as variances, data permutations, etc.  This more advanced but powerful application is described at the end of this topic.

3.	Click the Source Expression cell.  A listing of available Filter Operators is displayed at the top of the screen.  In most cases, you will use the '= is' or the 'LIKE' filter operator.  If so, you need not select the filter operator; the system will do it for you.  The default filter operator depends on the type of the field (numeric or non-numeric)

 4.	In the white input box (at the top of the grid), type a filter expression.  The entry can be a single value, a wild card word or an expression.

For more detail please see SQL Expressions and Functions

5.	Complete your query by selecting summary, sorting, formatting operators and column totals. If these columns do not appear in the grid, choose Show Summary, Format, Total from the Report menu. These features are optional and are often not required for straightforward queries.  If you place filters in several fields, review the 'and/or' parameters.  They are defaulted to 'and' but you may wish to change them to 'or'.

6.	You can rearrange the sequence (order) in which the fields are displayed in the SQL Report.  In the SQL Builder grid , select the row that you want to re-arrange.   From the Report menu, choose Sequence of Columns and specify the new row position.

7.	Press SQL button (runner), press F8 or choose Run Report from the Report menu.  A listing of matching records is displayed.  Adjust the column width, if necessary, by dragging the column separator in the column heading.

8.	Optionally, for interest, review the SQL statement.  From the Report menu, choose View SQL Statement.  If you know the SQL language, feel free to change the SQL statement.  To close the SQL window, run the SQL query or choose Hide SQL Statement from the Report menu.

If you modify the SQL Statement, it must be run with the Execute SQL Statement in the Report menu, NOT with the SQL button (runner).

9.	You can refine the results with additional filters and sorts.  From the Report menu, select Refine SQL.

10.	To view the detail of one record tabulated in vertical format, select the record and choose Summary of Record from the Report menu (Y + CTRL).

Create calculated columns

You can create additional 'calculated' columns, such as variances between two fields, calculated values, etc.  Click the blank Field cell (second column) with a 'plus' picture in the bottom row.  Type the selection formula.

Examples:

Sales - Budget AS Variance

will display the variance between the Actual and Budget fields and produce a new report column labelled 'Variance':

Datepart("m",InvDate) AS Month

will display the month of the InvDate field and produce a new report column labeled Month. (For quarters, use "q", for year, use "yyyy", for day, use "d")

IIF(Actual > Budget ,"+++","---")

will display +++ if the Actual exceeds Budget, and --- if Actual is below budget.

Date() - [InvDate]

will display the number of days between a  date shown in the InvDate field and today's date.

If the field name has an embedded space , you must enclose the field name in square brackets, e.g. [Sales Amount].  Notice the keyword 'AS' (or 'as') is required to specify the report column label.  Without the AS keyword, the column header will be a system generated code.

There is virtually no limit what you can do.  Any good book on SQL will give you further insight into the SQL query language.  See also SQL Expressions and Functions


Tagging Items

Records on the SQL Report can be tagged.  Tagging is useful if you want to print  or export only a few selected records  from a SQL Report.

To tag records

In the SQL Report, double-click the record.  A check mark appears in the first cell of the record.  To undo a tag, simply double-click the record again, or press the Delete key.

-or-

Highlight the rows and choose Tag Record from the Edit menu.  To highlight the rows, drag the mouse over the records while holding down the left mouse button.

The printing or export functions include only tagged items (if there is at least one tagged item).

Please note that purgeable items cannot be selected with the tag method.  Also, tagging has no effect on the Filter and Sort methods in the Refine menu.  The Refine procedure removes all the tags.


SQL Expressions
SQL Expressions and Functions

See also:	 SQL Query

The SQL filter consists of a filter operator and a filter expression.  The format of the filter expression depends on the type of filter operator.  Some examples of filter operators and and filter expressions are shown below:

= 	Equal (is)

>	More

>=	More or equal

<	Less

<=	Less or equal

<>	Not equal

These operators search for exact matches.  The filter expression can be a single value, a formula or a reference to a table/field, system date function, etc

1/1/94, 3/31/94-1/31/94

100, 1000+250-(50/2)

Actual, Budget.  (Where Actual and Budget are field names)

Date(), Date() + 30.  (Date () is a function that returns the current date)

LIKE, NOT LIKE

These operators search for patterns, not exact matches.  The filter expression typically is a word (or phrase) with embedded or trailing wild card characters.  There are three types of wild card characters:

? stands for a single character,

# stands for a single digit (0-9),

* stands for a sequence of zero or more characters.

The system always appends a trailing asterisk (*) and you should not use it at the end of a word. (But you can remove it in the SQL statement. To do so, go to the SQL menu).

Examples of filter expressions:

SM returns Smith, Smyth, Smeaton, etc  (remember, the trailing asterisk is not required)

M?LLER returns Miller, Muller, etc

##/12/95 returns all the dates in December 1995

'Miller' returns only Miller names

*Miller' returns names ending with Miller, such as Joe Miller, Kornmiller, etc.

BETWEEN,  NOT BETWEEN

The filter expression must provide the 'from' and the o' values, separated by the 'and'.  Wildcard characters are not allowed.

Example:  100 and 200

IN, NOT IN

This very useful (and often overlooked) filter expression returns the records that match the listed values.  Don't forget to enter commas between the values.  Wildcards are not permitted.

Example: 100, 110,120,130,140

IS NULLIS, NOT NULL

Returns blank (or not blank) values.  This operator is useful to isolate fields that are blank or not blank.

Functions

The supported functions include:  DateSerial, Year, Month, Day, Weekday, TimeSerial, Hour, Minute, Second, Chr, Asc, Hex, Oct, Val, Fix, Int, Abs, Sgn, Atn, Cos, Sin, Tan, Format, Lcase, Ucase, Space, String, Len, Instr, Left, Mid, Right, Trim, Ltrim, Rtrim, DateDiff, DateAdd, DatePartDate, Time, Now, Iif, IsNull, IsDate, IsDate, IsNumeric.

Some of the most often used functions are explained below.

Date()

Returns the current system date.

DatePart()

Extracts part of the date, for example the month, the quarter, the year.

Example: DatePart("m",Date()) returns the month of the current date.  To extract the quarter, use "q", to extract the year, use "yyyy", to extract the day, use "d".

DateAdd()

Adds days, months or years to a date.

Example: DateAdd("m",1,Date()) adds 1 month to today's date.

DateDiff()

Returns the number of days (etc) between two specified dates

Example: DateDiff("d","3/1/95","1/31/95")

Example: DateDiff(Duedate,Billingdate)

Example: DateDiff(Date(),Billingdate)

Format()

Converts the parameter.

Examples:

Format(Date(),"mm/dd/yy")

Format(Datefield,"dddd")

Format(Datefield,"hh:mm AM/PM")

See Format section below.

Left()

Returns the specified number of characters from the left.

Example: Left(Customer,5) returns the 5 left-most characters of the Customer field.

Right()

Returns the specified number of characters from the right.

Example: Right(Customer,5)

Mid()

Returns the specified number of characters inside a string.

Example: Mid(Customer,4,5) returns 5 characters from the Customer field, starting with the 4th character.  If the 'length' parameter is blank, all characters from the starting point are returned.

Len()

Returns the number of characters in a string.

Example: Len(Customer) returns the number of characters in the Customer's name.

InStr()

Returns the character position of a searched string.

Example: InStr("Abcdefg","d") returns 4 (d is the fourth letter in the string).

IIF()

Evaluates the expression and returns the correct answer.

Example: IIF(Due < Date(),"Overdue","").  If the Due date (from the table) is earlier than today's date, show "Overdue", otherwise leave blank.

IsNull(), NOT isNull

Returns TRUE if value is NULL (i.e. invalid)

Example: IFF(IsNull(Billingdate),"INVALID","VALID").  If Billingdate field is invalid (null), return INVALID, otherwise return VALID.

Example: IFF (NOT IsNull(Billingdate),"VALID,"INVALID").  Opposite of above example.

LTrim(). Rtrim(), Trim()

Trims the blank spaces at the left, at the right or both sides.  This function is useful when concatenating fields where a field may be blank.

Example: Rtrim(Firstname & " " & Middlename) & " " & Lastname.  The extra space caused by a non-existing middle name is eliminated.

Arithmetic Operators

+, -, *, /  are the basic mathematical functions for adding, deducting, multiplying and dividing.

Use the back-slash (\) for divisions where the result must be an integer (no fractional values).  For example: 100 \3 = 33

Use Mod to find the fractional value of a division.

For example: 100 Mod 3 = .33333

Use the ampersand (&) operator to concatenate text values:.

For example: [City] & ", " & [State] & " " & [Zip] = Devon, Pa 19333

(City, State and Zip are database fields)

Format

The Format function requires specific format keywords.  Please refer to the Format function above.

Popular format keywords are:

q	Quarter of the year (14)

y	Day of the year (1366)

yy	2digit year

yyyy	4digit year

m    	Month without leading zero

mm    	Month with leading zero, e.g. 09

mmm	Abbreviated month, e.g. Feb

mmmm	Month spelled out, e.g. December

d	day without leading zero

dd	day with leading zero, e.g. 02

ddd	Abbreviated day, e.g. Wed

dddd	Day spelled out, e.g. Friday

hh	Hour

mm       	Minute

AM/PM	Uses 12hour clock, e.g. 3:15 PM

am/pm	Uses 12hour clock, e.g. 3:15 pm

A/P    	Uses 12hour clock, e.g. 3:15 P

a/p 	Uses 12hour clock, e.g. 3:15 p

Currency	Amount with currency sign, e.g. $1,000.00

Standard	Standard value presentation, e.g. 12,000.00

Percent	Expressed as a percentage, e.g. 10%

#,##0.00##	Number with minimum of two and maximum of four decimals

Long Date	Date format as specified in Windows Control Panel

Medium Date	Date format as specified in Windows Control Panel

Short Date	Date format as specified inWindows Control Panel


Image -  View
Image - View, Print

To view an image, you must know the image file name.  If the images are indexed in the Infothek system, the image file number can be obtained quickly with a query.

The images are always displayed in the currently active image window.  If you want to display the image in a new and separate window, select New from the File menu in the Image window BEFORE you select the new image.

To display an image

1.	Run a query and identify the record associated with the image.  In the SQL Report, click any cell of the record.  (The text of the selected cell will become the caption of the image.)

To open an image without a query, choose Open from the File menu in the Image window.  In the dialog box, select the directory and specify the file name.

2.	Press the Imaging button  or F12.  The Image System window opens and the image is displayed.

3.	If necessary, change the viewing aspects.  From the View menu, choose:

Reduce to 75%

Reset to actual size

Enlarge to 150%

Fit to Window (retaining the proportional aspects)

Zoom (see below)

Rotate

First, next, prior, last page (applicable only to certain graphics formats)

4.	Open the next or prior image, as follows:

Open - Next File	Displays the next serialized file.

Open - Prior File	Displays the prior serialized file.

Open - Next Query	Displays the image in the SQL Query Report.

Open - Prior Query	Displays the image in the SQL Query Report.

To print the image

1.	Select and display the image as explained above.

2.	From the File menu, choose Print.  The Print Image window appears.

3.	Specify the Scale Options.  Select 'Scale to Fit' or choose a specific scale.

4.	Specify the top and left margins (offset), or select 'Centered'.  The values must be entered in inches, e.g. 1.125.

5.	If the document consists of several pages, specify the 'from' and 'to' page numbers. Pages are supported only for TIF and DCX file formats.

6.	To set up the printer, choose Setup Printer.  This step is normally not required.

7.	Choose OK.

Zoom

From the View menu, choose Zoom.  The mouse pointer changes to a cross-hair.   Select a section of the image with your mouse.  Drag the mouse while holding down the left button.  The selected area is indicated by a 'rubber band'.  Release the mouse.  The zoomed section is displayed.  The zoom field can be dragged to another location.  To cancel the zoom field, click on the main image or press the Delete key.

Copy

To copy a section of the image, choose Copy from the Edit menu.  The mouse pointer changes to a cross-hair.   Select a section of the image with your mouse.  Drag the mouse while holding down the left button.  The selected area is indicated by a 'rubber band'.  Release the mouse.  The selected area is copied to the Windows Clipboard.

Close the Image

An image window may be closed by double-clicking the Control button in the upper-left corner of the image window, by choosing Close from the File menu, or by pressing the Delete key.


Image - Indexing

See also:  Add (Post) a New Record

The indexing of an image consists of two separate actions: 1) You must copy the scanned image to a permanent disk file (such as an optical disk), and, 2) you must create an index so that the image can be located quickly.  Infothek provides a very powerful and versatile database ideally suited for image indexing. The index database and table must be carefully planned and designed.  The index database must include a field named 'Imagefile' to accommodate the image file name.

To index an image

1.	If not already displayed on the screen, open the image file.  From the File menu, choose Open and specify the file name.

2.	Form the Menu menu, choose Idata Edit and Indexing, or click the Edit button.

3.	For the first image in a session, specify the directory of the permanent image files (such as the optical disk).  In the 'Copy to CD' frame at the top of the window, click the Directory field.  The Document Directory window is displayed.  From the various pull-down lists, select the drive and directory and specify the Graphics Format (normally TIFF).  Choose OK.

4.	In the Data Edit and Indexing window, in the 'Copy to CD frame, enter the new file name.  The file name must conform to the MS DOS file naming convention (maximum eight characters).  Do NOT enter an extension name.  For a new image file, press the Commit New button; to append the image to an existing file (TIFF and DCX files only), press the Commit Append button .  The image is now copied to the new file.

If the destination file name has trailing numerals, for example IMAGE001, the file name can be incremented to the next serial number by simply pressing the Increment button.

5.	Enter all the fields.  The file name is already defaulted.

6.	Press the Confirm button.

7.	Display the next image.  From the File menu of the image system (not Data  Edit and Indexing), choose Open File or Open Next File.  Power users press F5 to qickly retrieve the next file.  (Open Next File works only if the file name has numeric suffixes).


Export Data

Before you export data, the data must be selected with a query.  The export will include only the records listed in the Query Report.  The export format is standard "ASCII delimited" or 'tab delimited'.

To export the records on the SQL Report to a file (Comma and Quote delimited)

1.	In the Query window, run a  query to select the records for export.

2.	Optionally, tag the records that you wish to export.  See Tagging Items

3.	From the File menu, choose Export Data.

4.	In the Save Dialog, select the file name.  You may need to change the directory and/or extension name first.

5.	Choose OK.

To export the records to the Clipboard  (Tab delimited)

1.	In SQL Query, run an SQL query to select the records for export.

2.	Highlight the cell area that you wish to export to the clipboard  (tags are ignored).

3.	From the File menu, choose Export to Clipboard.

4.	In a spreadsheet application, use the Paste function to copy the data into the spreadsheet.


Purge Database
Purge the Database

see also:	Delete

Before you can purge the database, you must select the purgeable records with a query.  Only the records included in the SQL Report will be purged.  Make a complete back-up tape before you run a purge.

All records in the SQL Query will be purged.  Tagging individual records has no effect on the purge action.

To purge the database

1.	In the Query window, run a query to select the purgeable records.

2.	Review the Report.  Continue, if you are satisfied that all records on the Report can be purged.

3.	From the File menu, choose Purge.

4.	Carefully read the warning on the Purge Dialog.  Click on the OK button  to continue, or select Cancel.


Refine SQL Report
Refine the SQL Query

Sometimes you may not be satisfied with the SQL Report.  Instead of re-creating the SQL statement, you can refine the current report with sorting, additional filtering, and totals.

To filter out data from an existing SQL Report.

1.	From the Report menu, choose Refine Query | Filter.  The SQL Filter window appears.

2.	From the Field list, select the field on which you want to apply a filter.

3.	From the Filter Operator list, select the filter operator.

4.	In the Filter Expression field, enter the filter expression.

5.	Choose OK.

To re-sort the existing SQL Report

1.	From the Report menu, choose Refine Query | Sort.

2.	From the list of options, select the field and sort option.