The most efficient way to use space in your database is to reuse fields across all three Data Layouts. If you were designing a new panel, say panel 4 in Data Layout 1 and you already have several panels existing for either or both Data Layouts 2 and 3 , you have already a rich cache of fields to choose from to use for adding new fields. For example, on your new panel 4 in Data Layout 1 you need a 4 character alphanumeric field with Lower case and Entry Y. When you use the function key F6 to add a new field ID our programs will first display all available fields for use in Data Layout 3 panel 4 (because you started from that position on the work screen) and this list will be in field length order. You would than be able to scroll along the list until you came upon a field that matches your desired field attributes. The best course of action is to choose an existing field for your "new" field on Data Layout 1 panel 4.
You can use each data field once in each contact record type, and we encourage you to do so. By reusing the same data fields in all three data layouts, you utilize only one third of the storage you would use if you defined a separate data field for each data layout.
Each data field can have different uses and be located on different panels. If you do not reuse data fields, you can easily exceed the total maximum space of 6,144 bytes. Each data layout must have at least one data field defined and assigned to a panel even if you do not intend to use the data layout.
To access the ActionWare Main Menu, from a command entry line:
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Type AW4LM |
Press Enter |
To access the the Configuration Menu:
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Option 5 Configuration Menu |
Press Enter |
To access the work (prototype) screen:
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Option 1 Define database layout |
Press Enter |
The initial screen display is a work screen (prototype) of the most current database design layouts from the FIEL file. The current contact record layout for Data Layout 1 Panel 0 and Panel 1 is displayed first. The screen displays the labels for existing fields along with the data field ID's. To move to Data Layout 2 use F14, to Move to Data Layout 3 use F15, F13 will take you back to Data Layout 1. F11 rotates through all the panels on any given Data Layout.
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COMPANY RECORD |
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Acct Type A59.......... Account # KY1.......... Phone TT1 TL1................. Phone TT2 TL2................. URL: J50...................... |
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Layout 1 Panel 0 |
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J06.......................... COMPANY PROFILE J80.......................... |
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Number Employees A50. Number Locations C09. Geography Coverd A92.......
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Layout 1 Panel 1 |
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If you add new fields you will have to rebuild the files using Regenerate.
To add a new field, position to the desired Data Layout and panel, move your cursor to the spot on the panel where you want the new field to appear and:
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Key F6 = add |
Press Enter |
A screen will appear displaying all available existing fields for that Data Layout. Available means that the field ID on the list does not exist, yet, on your chosen Data Layout. It may exist on any of the other two Data Layouts but not on the one you are currently trying to add a field ID. The screen may look like this:
(Note for this example screen we have limited the available fields on the list to those that are closest to 4 characters for convenience of demonstration. The list is displayed in field length order and you will likely see several fields displayed with greater field lengths than our example of 4 characters).
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Fields Available for Data Layout 1 |
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Type Change
option to use existing field, or press F6 to add new field |
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O |
Seq# |
Field |
Layout 1 |
Layout 2 |
Layout 3 |
lgth |
a/n |
dec |
edit |
u/l |
entry |
protect code |
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_ |
170 |
ACC |
Acct# |
Acct# |
Acct# |
8 |
A |
0 |
U |
Y |
L |
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_ |
790 |
L07 |
ActionWare |
Status |
Target Ins |
8 |
A |
0 |
U |
Y |
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_ |
150 |
RC2 |
Tertiary # |
Tertiary # |
Tertiary # |
8 |
A |
0 |
U |
Y |
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_ |
2150 |
Sj8 |
;;; |
*Blank |
*Blank |
8 |
T |
0 |
Z |
L |
Y |
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_ |
980 |
Z71 |
*BLANK |
Win/Loss R |
Terminal I |
8 |
A |
0 |
L |
Y |
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_ |
430 |
A55 |
*BLANK |
Record Sta |
Processor |
7 |
A |
0 |
U |
Y |
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_ |
1570 |
A99 |
*BLANK |
Length of |
*BLANK |
7 |
A |
0 |
L |
Y |
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_ |
1670 |
I01 |
Customer S |
*BLANK |
*BLANK |
6 |
N |
0 |
Z |
Y |
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_ |
1680 |
I02 |
Technical |
*BLANK |
*BLANK |
6 |
N |
0 |
Z |
Y |
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_ |
1690 |
I03 |
Quote |
*BLANK |
*BLANK |
6 |
N |
0 |
Z |
Y |
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_ |
1700 |
I04 |
Agreement |
*BLANK |
*BLANK |
6 |
N |
0 |
Z |
Y |
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_ |
2160 |
ABC |
;;; |
*BLANK |
*BLANK |
4 |
A |
0 |
L |
Y |
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_ |
470 |
A66 |
Payment Ty |
Severity |
Rating |
4 |
A |
0 |
U |
Y |
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_ |
760 |
C10 |
*BLANK |
Problem Ca |
Salary Gra |
4 |
A |
0 |
L |
Y |
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_ |
2130 |
D86 |
;;; |
*BLANK |
*BLANK |
4 |
A |
0 |
L |
Y |
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_ |
690 |
Q03 |
Rep Knowle |
Repair Typ |
401K Plan |
4 |
A |
0 |
U |
Y |
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In our example we are looking for a 4 character alphanumeric field that is Lower case with Entry as Y or Yes on Data Layout 1. Based on the sample screen above there are three possibilities. For simplicity of demonstration we have isolated the three on the following example:
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Fields Available for Data Layout 1 |
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Type Change
option to use existing field, or press F6 to add new field |
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O |
Seq# |
Field |
Layout 1 |
Layout 2 |
Layout 3 |
lgth |
a/n |
dec |
edit |
u/l |
entry |
protect code |
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_ |
2160 |
ABC |
;;; |
*BLANK |
*BLANK |
4 |
A |
0 |
L |
Y |
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_ |
760 |
C10 |
*BLANK |
Problem Ca |
Salary Gra |
4 |
A |
0 |
L |
Y |
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_ |
2130 |
D86 |
;;; |
*BLANK |
*BLANK |
4 |
A |
0 |
L |
Y |
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Besides length of 4 characters, alphanumeric, lower case and entry Y the column Data Layout 1 becomes as important. Also of great interest on the screen are the various colors appearing in the columns.
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Color: |
What does it mean? |
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Red |
The field ID does NOT exist on any Data Layout but it may have data |
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White |
The field ID exists on one or more Data Layouts and may have data and is displayed on a panel |
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Green |
The field ID exists on one or more Data Layouts and may have data and is NOT displayed on a panel |
A *BLANK in a column means that the field ID has never been used in that Data Layout and most likely does NOT contain any historical data. In our sample of three available fields, two of them in Data Layout 1 contain no label, instead you see three semi-colons (;). This is a wonderful opportunity to emphasize that you should always have a label on each field even if you do not wish for that label to display on a panel. For query purposes or just reuse of the field ID it is important to know what the original use of the field was so that you can determine the value of the data in the field.
It is also suggested that when a field is "parked" that the System Administrator make an effort to review the data in the field and make notes as to when or if the data can be deleted and the field reused in that particular Data Layout. Fields that have been cleared of old data and are available for reuse should have their labels updated to OPEN by the System Administrator. OPEN would indicate that the field had been used at one time on a Data Layout, currently has no data in it and is available for reuse.
In our example we do not know if the data in the two field ID's, ABC and D86 is valuable or even if there is any data at all. Those field ID's would not be good candidates for reuse at this time. A review of the data in both by the System Administrator and action taken to properly update the labels and or a clear of existing data would be advisable. That leaves Field ID C10 with a label of *BLANK in the Data Layout 1 column a perfect match.
To add this field to Data Layout 1 place a 2 next to the field ID in column O and press enter.
A display of the field attributes for that particular field ID would be:
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Sequence: 760 .
.. . . Field Name: . C10 .
. . . Type: . A .
... . . . File start:........
. 933. .... . ...
End: 936 |
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------- DATA . LAYOUT . 1 -------- Panel#: 4 New._______________
Row : . 20
.. . 20 |
------- DATA . LAYOUT . 2 -------- Panel#: N Problem Category________
Row : . ..0
.. .18 |
------- DATA . LAYOUT . 3 -------- Panel#: 3 Salary Grade_________
Row : . 19
.. . 19 |
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Col Heading 1: ________________________ |
Notes 1: ____________________ |
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Field text: ; Problem Category; Salary Grade; F3=Exit... F5=Refresh ...F12=Cancel |
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Note that we are adding a new field to Data Layout 1 panel 4. The action of moving our cursor to the place on Data Layout 2 panel 4 where we want the new field plus using a 2 next to an available field ID (press enter) has updated the Panel attribute to 4 and placed a temporary field ID label of New. on the Field Maintenance screen. It has also updated the Row & Col position values to correspond with our cursor position when we pressed 2 next to the "new" field ID. The Lth attribute is blank until we press enter again & the program recalculates how many spaces are used by the new label and it's data field. We now need to relabel the field and field exit through the Field text prompt at the bottom of the screen. By performing a field exit and clearing that prompt you will automatically reset the labels correctly once you press enter.
We will use a label of Confirmed Code for this new field. Press enter and the Lth attribute will be updated to 14 and both the Col Heading 1 and Field text prompts will not show the new label of Confirmed Code.
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Sequence: 760 .
.. . . Field
Name: . C10 .
. . .
Type: . A
. ... . . .
File start:........
. 933.
.... . ... End:
936 |
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------- DATA . LAYOUT . 1 -------- Panel#: 4 Confirmed Code______
Row :
. 20
.. . 20 |
------- DATA . LAYOUT . 2 -------- Panel#: N Problem Category________
Row :
. ..0
.. .18 |
------- DATA . LAYOUT . 3 -------- Panel#: 3 Salary Grade_________
Row :
. 19
.. . 19 |
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Col Heading 1: .Confirmed
Code |
Notes 1: ____________________ |
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Field text: Confirmed Code; Problem Category; Salary Grade; F3=Exit... F5=Refresh... F12=Cancel |
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The new field is now on Data Layout 1 panel 4 with all of the attributes that were required. What would have happened if there was no field ID that matched the attributes you needed for a new field? To add a new field and NOT any of those on the Field Maintenance list you press F6 a 2nd time. The following prompt will appear:
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Add a New Field |
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Key data, press Enter |
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Sequence#: 2170 |
Field Name: ___ |
Type: A (A N D T Z) |
The system assigns the Sequence # (it is the last one on the file). The cursor stops on the Field Name where you can define a 3 character Field ID for this new field. The default for the prompt Type is A for alphanumeric you choices are: N = numeric, D = date, T = time, Z = date and time.
We recommend that you use the type of field in your naming convention for new fields, A01, A02, etc for alphanumeric, N01, N02, etc. for numeric fields and so on. If you wanted a new field that is alphanumeric than you would want to use A01 or A02 and A03 that way you can easily identify which fields are what type.
Once you press enter you will see the same screen that is displayed if you had chosen an existing field from a list. Proceed in the same manner to complete your add of your new field. If you add new fields you will have to rebuild the files using Regenerate.
For an alternate method of adding a new field see topic: