Copyright: (c) Copyright Mike Parsons 1991-1994


An Introduction to FotoBase
FotoBase version 2.2a  -  an introduction.

Why is FotoBase needed ?

Even with quite small numbers of transparencies or prints, finding the ones that you want can be quite a problem.  A computer database seems the obvious answer but none of the general purpose database packages are well suited.  It is difficult to produce an effective user interface.  Performance is a problem whenever realistic volumes of data are used.  To be sure of finding what you are looking for your data must be absolutely correct and consistent, if not you will miss things, so facilities are needed to help with this.  And, on top of all this, the disc space used is likely to be excessive!

Clearly something better was needed so, in 1987, FotoBase for DOS was produced.  Version 2.2 of Fotobase is the third for Windows.

How does it work ?

FotoBase is a special purpose database.  Because it is tailored for just one purpose it has been possible to carefully optimise the design so its performance is good and the amount of disc space needed is low (4500 records will take just over one megabyte).  Its internal coding system makes it very easy to keep your data consistent so that searches find all of the records that you want and only those that you want.  The user interface makes full use of the facilities provided by Windows and has been designed to ensure that you can store your data as quickly and correctly as possible.

What are the main features of FotoBase?

1)	A fast and easy to use interface.

2)	Powerful search facilities for selection of records.

3)	A coding structure which encourages consistency.

4)	Tailorable reports, either directly to printer or to a word-processor file.

5)	Comprehensive data management facilities which include global changes and deletes and the ability to export and import selected records.

6)	Good performance and low disc space requirements.

7)	Usage and statistics reports.

8)	Data integrity checking with optional automatic correction.

For detailed information on using FotoBase click Here.

FotoBase version 2.2a  -  Copyright  © Mike Parsons  1991-1994

FotoBase is shareware.  Users who are not registered may evaluate it for a period of up to 30 days after which they must register to continue using it.  Registration instructions are given in the READ.ME file issued with the software, can be found using the 'Register' command of the program's 'Help' menu, or by clicking on the following 'hot' phrase - How to register.

FotoBase may be copied and distributed but must not be modified in any way.

The author assumes no liability for loss or damage, direct or consequential, which may result from the use of the FotoBase software.

If you use FotoBase regularly but have not yet registered, PLEASE DO SO NOW.  In return you will automatically be sent all future releases of FotoBase.

Microsoft® and MS-DOS® are registered trademarks and Windows™ is a trademark of Microsoft Corporation


Conditions of use
FotoBase version 2.2a  -  Conditions of Use

FotoBase version 2.2a  -  Copyright  © Mike Parsons  1991-1994

The FotoBase program is shareware.  Users who are not registered may evaluate it for a period of up to 30 days after which they must either cease using it or register.  Registration instructions are given in the READ.ME file issued with the software, can be found using the 'Register' command of the program's 'Help' menu, or by clicking on the following 'hot' phrase - How to register.

FotoBase may be freely distributed for personal use but must not be modified in any way.

The author assumes no liability for loss or damage, direct or consequential, which may result from the use of the FotoBase software.

If you use FotoBase regularly but have not yet registered, PLEASE DO SO NOW.  In return you will automatically be sent all future releases of FotoBase.

Microsoft® and MS-DOS® are registered trademarks and Windows™ is a trademark of Microsoft Corporation


How to register
FotoBase version 2.2a  -  How to Register

FotoBase version 2.2a  -  Copyright  © Mike Parsons  1991-1994

To register please send your name and address, the version of FotoBase that you are using, and the fee of £15 (payable to the author Mike Parsons) to:  21 The Heights, Fareham, HANTS., PO16 8TL, ENGLAND.

In reply you will receive full registration instructions which will record you as a registered user and prevent the reminder messages from appearing.

As a registered user you will automatically receive free of charge all further releases of FotoBase so, if you change your address, please let me know.


Commands
FotoBase version 2.2a

Index

Introduction

Editing photographs

Data security

Conditions of use

Menu bar commands:

   File commands

   View commands

   Select commands

   Edit commands

   Details commands


File menu
FotoBase version 2.2a

File menu commands

Open

New

Save

Close

Print

Print selection

Select Printer

Select Font

Export

Import

Check integrity

Exit


Open file command
FotoBase version 2.2a

Open (FILE menu)

The 'open' command opens an existing database file, checks that it is in the correct format for FotoBase, loads the coded values, and displays the main 'list' window.

Once the main 'list' window has been opened a record can be selected by clicking on it or its details viewed and edited by double clicking.

FotoBase operates a file buffering strategy.  Changes to the data will not necessarily be written to the database file immediately.  It is, therefore, that the file is closed tidily by using the 'Close' or 'Exit' commands on the FILE menu before exiting from the program.


New file command
FotoBase version 2.2a

New (FILE menu)

The 'new' command creates, initialises, and then opens a new database file.  Data can then be entered by editing individual photograph records (select by double clicking the required record) or by using the 'Import' command.

A title for this file can be entered and the maximum number of photographs which the file will be able to hold must be supplied.  An indication of the amount of disc space required will be given.

The highest reference number which FotoBase can use is 32767 and this is also the maximum number of records which can be held in a single file.  As a general rule, however, it makes sense to keep your data files small since large files are generally more awkward to manipulate.  As a guide, a file which can hold 4500 photograph records will use just over one megabyte.  A backup of such a file could be taken by simply by copying it to a floppy disc.

FotoBase operates a file buffering strategy.  Changes to the data will not necessarily be written to the database file immediately.  It is important, therefore, that the file is closed tidily by using the 'Close' or 'Exit' commands on the FILE menu before exiting from the program.


Save file command
FotoBase version 2.2a

Save (FILE menu)

The 'save' command forces any changes to the data which have not yet been written to disc to be written immediately.

To enable it to run as quickly as possible FotoBase uses an intelligent buffering strategy.  An effect of this is that data is not written to disc immediately but only when the buffer space which it occupies is needed.  During a FotoBase session the data in the disc file will not necessarily, therefore, be completely up to date and consistent.  The 'exit' and 'close' commands ensure that all of the data has been saved but this command provides a way of saving the changes without the inconvenience of closing the current FotoBase file.

It is good practice to use this command regularly if changes are being made.

If it is suspected that the FotoBase file may have become inconsistent (e.g. if a power failure occurred during a FotoBase session) then the 'Check integrity'command should be used to check and correct it if necessary.


Close file command
FotoBase version 2.2a

Close (FILE menu)

The 'close' command closes the current database file.

Any changes to the data which have not yet been saved will be written to disc.


Print all command
FotoBase version 2.2a

Print all (FILE menu)

The 'print all' command will print all of the data records in the FotoBase file.

The print may be sent directly to the printer or to a named file, either with or without page headings.  When outputting to a file the end-of-line sequence can be either a carriage-return followed by a line-feed or just a line-feed.

You can select which data items are to be printed (the default is to print only the description and the date).


Print selection command
FotoBase version 2.2a

Print selection (FILE menu)

This command will print all of the data records in the FotoBase file which match any selection criteria that are current.

The print may be sent directly to the printer or to a named file, either with or without page headings.  When outputting to a file the end-of-line sequence can be either a carriage-return followed by a line-feed or just a line-feed.

You may select which data items are to be printed (the default is to print only the description).


Select Printer command
FotoBase version 2.2a

Select Printer (FILE menu)

This command allows you to select the printer that FotoBase will use when producing printed reports.

The fonts available with the Printer Font command will depend on the printer chosen so you should select a printer before choosing a font.


Printer Font command
FotoBase version 2.2a

Printer Font (FILE menu)

This command allows you to choose the font that FotoBase will use when producing printed reports.

At this release, FotoBase only supports fixed-pitch fonts (such as Courier).

A dialogue will be displayed showing a list of suitable fonts and sizes that you can select.  In most cases TrueType fonts (e.g. Courier New) will be the most appropriate choice - these will be shown in the list with the symbol '(tt)'.

Some fonts are only available in specific sizes.  If you choose one of these Windows might ignore the size that you have specified and substitute its own choice.

The fonts available will depend on the printer that was chosen with the Select Printer command so you should select a printer before choosing the font.


Export file command
FotoBase version 2.2a

Export (FILE menu)

The 'export' command gives you the ability to transfer selected groups of photograph records between FotoBase databases.

Records which match the selection criteria (or all records if there are no selection criteria) will be written to a data file.  This file can then be loaded into another FotoBase database using the 'import' command.

The exported data is in a human readable form; you can easily determine the format by examining the file.


Import File command
FotoBase version 2.2a

Import (FILE menu)

The 'import' command loads the current database file with photograph records from a file created by the FotoBase 'export' command.

There is an 'overwrite' option which allows records to be imported even if records with the same reference numbers are already present in the database.

The data is in a human readable form; you can easily determine the format by examining the exported file.


Check file integrity command
FotoBase version 2.2a

Check integrity (FILE menu)

This command checks the internal consistency of a FotoBase file and, optionally, attempts to repair any problems found.

To enable it to run as quickly as possible FotoBase uses an intelligent buffering strategy.  An effect of this is that data is not written to disc immediately but only when the buffer space which it occupies is needed.  The data in the disc file will not necessarily, therefore, be completely up to date and consistent if an untidy exit from FotoBase occurs.

When the check has been completed a window containing the results will be created.  To close this window use the 'Exit' command or choose the 'close' option from its system-menu (click the box in its top left corner).  If errors were detected you will be asked whether you want FotoBase to attempt to repair the file.  If you agree the repairs will be attempted after which the integrity check will be run again.

If you wish to keep a record of the inconsistencies the 'Copy' command will transfer the contents of the window to the clip-board.  You can then paste them into a word processor document and print them.

The most common causes of integrity errors are power failures although, of course, a variety of hardware and software faults could cause corruption.

When you are making changes to the data you can use the 'save' command to force the changes to be written to disc.  The 'check integrity' command corrects inconsistencies but it cannot recreate data which has been lost !

Backup copies taken immediately after a successful run of the 'check integrity' command should be taken regularly to ensure that you always have a completely consistent copy of your data to recover from should the need arise.

(Nb.	The record numbers given in the error messages are not reference-numbers.  They are simply offsets from the start of the database so, for example, an error in the first photograph would generate a message referring to record zero.)


Exit command
FotoBase version 2.2a

Exit (FILE menu)

'Exit' will save any changes to the data, close the database file tidily and terminate the FotoBase session.


View menu
FotoBase version 2.2a

View menu commands

View all

View selection

Select item


View all records command
FotoBase version 2.2a

View all (VIEW menu)

This command will cause every photograph to be shown in the 'list' window, regardless of any selection criteria which have may have been set.

If there are any selection criteria they will remain available for use with other commands.

The effect of this command is reversed by the 'View selection' command.


View selected records command
FotoBase version 2.2a

View selection (VIEW menu)

If a set of selection criteria are currently in existence then this command will cause only those photographs which match the criteria to be shown in the 'list' window.

If the hit-rate is low (i.e. only a small proportion of the photographs are selected) then scrolling on the main list window may be slow.

The effect of this command is reversed by the 'View all' command.


Select item to view command
FotoBase version 2.2a

Select item (VIEW menu)

This command executes a dialogue which allows the data item which will be shown alongside the reference number in the main 'list' window to be selected.

The initial default is to show the photograph's description.


Select menu
FotoBase version 2.2a

Select menu commands

Select

Select all


Select records command
FotoBase version 2.2a

Select (SELECT menu)

This command allows a set of selection criteria to be defined.  These can then be applied to choose which records are to be shown on the main  'list' window or which are to be printed, exported, or globally changed.

Selection ranges can be set for the dates and reference numbers.

When selections are made based on coded values up to ten occurrences of each code-type can be selected.

When textual data items (i.e. Description, Note or Sequence) are used the selection will search for records where the data item includes the supplied string rather than for a complete match.

The way in which the selection conditions are combined can be controlled.  You may choose whether to select photographs which match all of the conditions or those which match in at least one of the conditions.


Select all records command
FotoBase version 2.2a

Select all (SELECT menu)

Cancels any selection criteria which have been set.  They will, however, be remembered and can very quickly be re-applied with the 'select' command.


Edit menu
FotoBase version 2.2a

Edit menu commands

Global change

Global erase


Global change command
FotoBase version 2.2a

Global change (EDIT menu)

This command provides a convenient way of applying a change to a number of photographs records at the same time.

The records changed will be those which match the current selection criteria (or all records if there are no selection criteria).

Photograph records that are unused will not be changed.

When this command is used a dialogue will be entered allowing the data items which are to be changed, and their new values to selected.

This command is very powerful and should be used with caution.  Before using it you should consider whether you have a backup from which you can easily recover in the event that you have made a mistake.


Global erase command
FotoBase version 2.2a

Global erase (EDIT menu)

This command will, after requesting confirmation from the user, erase all of the photograph records which match the current selection criteria.  If there are no selection criteria in force then all of the data records will be deleted.

Only data records are affected by this command.  Any code values which have been set up will remain in the database.

This command is very powerful and should be used with caution.  Before using it you should consider whether to take a backup from which you can easily recover in the event that you have made a mistake.


Details menu
FotoBase version 2.2a

Details menu commands

Details

Statistics

Registration


Details command
FotoBase version 2.2a

Details (DETAILS menu)

This command shows the database header containing a title, the reference number of the first photograph, the date created and the date last changed.

The title or the first reference number can be changed.

If the first reference number is changed the effect will be to renumber all of the photograph records in this database.

If a title is supplied it will be printed in the page headings of any reports produced.


Statistics command
FotoBase version 2.2a

Statistics (DETAILS menu)

This command displays statistics collected from the data in the currently open FotoBase file.

If you wish to print or keep a copy of this window use the 'Copy' command to transfer its contents to the clip-board.


Register command
FotoBase version 2.2a

Registration (DETAILS menu)

This command is used to enter the registration details that are sent to licensed users of FotoBase.  Full instructions are supplied with the registration details.

After you have entered the registration details please keep a copy in case you need to re-install FotoBase for any reason.

For information on how to register click Here


Data security
FotoBase version 2.2a

Data Security

As when using any computer application which stores data, it is vital to take regular backup copies of your data files.  Any backup mechanism may be used.  Since FotoBase allows you to store relatively large numbers of photograph records in a small file simply copying the files to a floppy disc with the DOS 'COPY' command may suffice.

The frequency with which backups are taken is a compromise arrived at by comparing the effort needed to take the backup copies with the risk of failure and the effort which would be needed to recover from the latest backup and re-enter any changes.

Backing up your data is quick and easy  -  so do it often !

To make absolutely certain that the file being backed up has not somehow become corrupted you should use the Check Integrity command (on the FILE menu) first.


Editing photograph records
FotoBase version 2.2a

Editing photograph records

A photograph record can be edited by double clicking on its line in the main 'list' window.  When you do this a dialogue box will appear showing the values of its data items any of which can be changed just by clicking on it.

Every photograph record must have a date and a description.  The other data items are all optional.

Clicking on the 'OK' button or the 'Next' or 'Previous' buttons will accept any changes made but until you do this any changes can be undone by using the 'Cancel' button.

There is a 'Copy previous' button which can speed up the entry of new photographs enormously.  Consecutive photographs will often have very similar details and this button will, if the current record is blank, copy all of the data items from the previous record.  To complete the entry you only need to apply the changes rather than entering all of the details again.

If a number of consecutive photographs have the same value for some data items (they may have been taken with the same camera, for instance, or on the same type of file) you need not enter these data values for each individual record.  The data values can be set later by selecting the range of reference numbers and applying a global edit.

When you click on one of the coded data items (e.g. 'Subject') a further dialogue box will appear showing a list of code values from which you can select a new value.  A panel within this dialogue box contains buttons which allow you to add a new code value to the list, to delete one or to change the text of one.  Deletion of a code will not be possible if it is in use by another record.  A change to the description of a code will, of course, affect all photographs which use it.  There may be up to 255 different entries in the list for each type of code.  Additions to or deletions from the code lists will not be undone if the 'Cancel' button on the main edit dialogue is used.

Two different date formats are allowed:-  DD/MM/YYYY  or  DD MMM YYYY.  Examples of valid dates are 29/09/1991 and 29 SEP 1991.  The century part of the year is not compulsory.
If you omit it FotoBase will take a reasonable default (values less than 10 will be assumed to be in the 21st century, ten or greater in the 20th century).  You could, for example, use 29/09/91 or 29 SEP 91.  The day within the month is also not compulsory so you could simply enter 09/91, 09/1991 or SEP 91.