Define Database Layout

You may reposition, add, change, or delete a field or define an entirely new database design. If you add new fields, change or delete existing ones, you will have to rebuild the files using Regenerate.

To access the ActionWare Main Menu, from a command entry line:

Type AW4LM

Press Enter

To access the the Configuration Menu:

Option 5 Configuration Menu

Press Enter

To access the work (prototype) screen:

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.

COMPANY RECORD

Company COM...........................

Address AD1...........................

Address AD2...........................

City CIT................. State ST

Zip Code ZIP....... Country CTY.........

Acct Type A59..........

Account # KY1..........

Phone TT1 TL1.................

Phone TT2 TL2.................

URL: J50......................

Layout 1 Panel 0

J06.......................... COMPANY PROFILE J80..........................

Annual Rev ($mm) A90.

Year Established A63.

SIC code Z22.

Type Business US3.................

Product/Svc 1 ...A91..

Number Employees A50.

Number Locations C09.

Geography Coverd A92.......

Layout 1 Panel 1

Menu Options:

Function Key:

Value:

What happens:

F4

list fields

displays a list in alphabetical order of all existing field ID's

F6

add

displays a prompt to add a new field ID's

F7

change label

to use you must position to a particular field ID. Once used it will display a workplace to change the label of that field ID.

F8

mark label OR field

to use you must position your cursor to a particular field ID. Key F8 and it will mark that field ID and allow you to reposition the label OR the data field to any location on the Panel where it currently exists. Once marked you move your cursor to the new location and press enter.

F9

mark label AND field

to use you must position your cursor to a particular field ID. Key F9 and it will mark that field ID and allow you to reposition the label AND the data field to any location on the Panel where it currently exists. Once marked you move your cursor to the new location and press enter.

F10

edit field details

to use you must position to a particular field ID. Once used it will allow you to display a work screen to change the attributes of the selected field.

F11

rotate panel

rotates through all six panels for any given data layout

F13

layout_1

rotates to data layout 1

F14

layout_2

rotates to data layout 2

F15

layout_3

rotates to data layout 3

F19

change current panel description

displays a workplace to change the label of the panel that you are on

F20

change all panel descriptions

displays a workplace to change all labels for every panel

F23

park field

to use you must position to a particular field ID. Once used it will change the panel attribute to N and effectively "park" the field meaning it will no longer display on a panel but will still exist in the list of available field ID's

Other Function Keys:

F3

exit

exits the Configuration Menu

F12

cancel

cancels current action and moves to the prior screen

System Protected Fields:

Special Field ID Protect Code Attribute Values: The protect code attribute is used to define certain mandatory fields. It may not be changed during definition. All System Administrator defined fields will contain a code of blank.

Code:

What happens:

(Blank)

This is a System Administrator defined field

K

Primary key field. The System Administrator may not change the definition

L

This is a system required field, but the length can be changed by the System Administrator

P

Totally protected user field. The System Administrator may not change the definition

S

Totally protected system field. The System Administrator may not change the definition

Types of Field ID's: There are 5 types of Field ID's that can be used to define your database:

Field ID's:

What happens:

A

Field ID is alphanumeric value

N

Field ID is numeric value, has special edit codes

D

Field ID is a date value, includes character separator values as well

T

Field ID is a time value, includes character separator values as well

Z

Field ID is a data and time value, includes character separator values as well

We recommend that you using 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.

Field ID's used for Headers or Labels for a List:

In addition it is possible to define a Field ID without any length that can be used for a Header on a pane or for a Label at the top of a list of other fields. This is not a Type of Field ID like those defined by the system. We recommend that you use a Header or Label Field ID in this manner that you reduce the default length to zero when creating such a field. Furthermore using H in your naming convention for this type of field will easily identify it as strictly a Header or Label field.

The following screen contains an example of both a Header Field as CREDIT/COLLECTIONS and a Label Field (for multiple Field ID's in a list) as COLLECTIONS & A/R and LAST INVOICE:

CREDIT/COLLECTIONS

. .. . . .COLLECTIONS & A/R

Payment Terms. .A93.....
Balance Due . . . .BAL.....
Amt Past Due . . ..N06.....
Days Out . . . . ..... N50

. .. . . . . . . LAST INVOICE

Last Invoice # . . . . .US6......
Last Inv Date . . . . . D06.......
Last Paymnt Dt . . . D13.......
Account Status. . .. U11.

Comment. . . J53.........................................................................................................................................

Layout 1 Panel 2

Reserved System Statistic Field ID's:

There are some reserved field ID's used for automatically recording statistical information. We suggest, as in our initial database design example, that you use panel 6 on each Data Layout for Statistical data information. The following screen displays an example of how they might be used:

RECORD STATISTICS

. .. . . RECORD CHANGE DATA

Data (manual).. #CD....... #CT..... # #CZ... by #CU.......
Data (auto) ..... #VD....... #VT..... ..# #VZ... by #VU.......
Rec 1st Added #AD....... #AT..... ...... ...... ..by #AU.......
Record Source Z17............

LAST DOCUMENT DATA
Doc Changed #DD....... #DT.....
................... by #DU....... # #DZ

. . . . . . LAST PHONE CALL

Call ## . . . . #HZ
LastCall . . . #HD.......
. ..... . ......... #HT.....
In/Out ......... H
HandledBy.#HU.......
Dur Min........DUR.
Resp Code..RSP.

Layout 1 Panel 6

The reserved Statistic Field ID's are:

Statistic Field ID:

What happens:

#AU

Automatically updates the field with the userID for Add of a Contact Record

#CU

Automatically updates the field with the user ID for the Last Change to a Contact Record

#DU

Automatically updates the field with the userID for Last Document Create

#HU

Automatically updates the field with the userID for the Last Call

#VU

Automatically updates the field with the userID for the Last Multiple Change of a Contact Record

#AD

Automatically updates the field with the Date for the Add of a Contact Record

#CD

Automatically updates the field with the Date for the Last Change to a Contact Record

#DD

Automatically updates the field with the Date for the Last Document Create

#HD

Automatically updates the field with the Date for the Last Call

#VD

Automatically updates the field with the Date for the Last Multiple Change of a Contact Record

#AT

Automatically updates the field with the Time for the Add of a Contact Record

#CT

Automatically updates the field with the Time for the Last Change to a Contact Record

#DT

Automatically updates the field with the Time for the Last Document Create

#HT

Automatically updates the field with the Time for the Last Call

#VT

Automatically updates the field with the Time for the Last Multiple Change of a Contact Record

#CZ

Automatically updates the field with the Count value for the Last Change to a Contact Record

#DZ

Automatically updates the field with the Count value for the Last Document Create

#HZ

Automatically updates the field with the Count value for the Last Call

#VZ

Automatically updates the field with the Count value for the Last Multiple Change of a Contact Record

Special Statistic Field ID's for Call Logging:

For more information on our automatic activities for call logging see the related topic:

There are two Special Statistic Field ID's associated with the call logging process. They are:

Field ID:

What happens:

DUR

Duration of the Call. This is a numeric field with the following attributes: an entry field that is 3 digits and 1 decimal in length with no commas or leading zeros. This field ID may not be changed by the System Administrator except for the Length of the field.

RSP

Reason, Result or Response Code for the Call. This is an alphanumeric field with the following attributes: an entry field that is 4 characters in length and is Upper case. This field ID may not be changed by the System Administrator except for the Length of the field. A listbox on this field detailing the reason for the call produces data that is an effective tool when writing reports concerning telephone data. Sample Reason or Response Codes might be expressed by departments, SLS, SVC, etc. or by reason for call such as DEMO, $$$ (for sale closed), TECH, etc. You can make the listbox as extensive as needed and many of the values will most likely be used across departments. You may also use the listbox with values expressing the result of the call, LAM, LVM, BUSY, etc.

Suggested Special Label Fields for Telephone Numbers:

We have recommended the use of a TT1 field as a fill-in label for Telephone Field ID's. One per telephone field or TT1 for TL1 (telephone field 1), TT2 for TL2 (telephone field 2), TT3 for Tl3 (telephone field 3), etc. A shared listbox on the TT1, TT2, TT3, etc fields will allow for the varied use of labels representing the type of telephone number used. For example, GEN, DIR, FX1, FX2, ALT, CEL, PGR, HOM, and VML. Use of the TT1 type fields next to the telephone fields will allow you to mix and match the types of telephone numbers available without having to hard code 9 or more different telephone numbers on each panel that has phone numbers.


COMPANY RECORD
Company COM........................... Address AD1........................... Address AD2........................... City CIT................. State ST Zip Code ZIP....... Country CTY.........	Acct Type A59.......... Account # KY1.......... Phone TT1 TL1................. Phone TT2 TL2................. URL: J50......................
	Layout 1 Panel 0
J06.......................... COMPANY PROFILE J80..........................
Annual Rev ($mm) A90. Year Established A63. SIC code Z22. Type Business US3................. Product/Svc 1 ...A91..	Number Employees A50. Number Locations C09. Geography Coverd A92.......
	Layout 1 Panel 1

Function Key:	Value:	What happens:
F4	list fields	displays a list in alphabetical order of all existing field ID's
F6	add	displays a prompt to add a new field ID's
F7	change label	to use you must position to a particular field ID. Once used it will display a workplace to change the label of that field ID.
F8	mark label OR field	to use you must position your cursor to a particular field ID. Key F8 and it will mark that field ID and allow you to reposition the label OR the data field to any location on the Panel where it currently exists. Once marked you move your cursor to the new location and press enter.
F9	mark label AND field	to use you must position your cursor to a particular field ID. Key F9 and it will mark that field ID and allow you to reposition the label AND the data field to any location on the Panel where it currently exists. Once marked you move your cursor to the new location and press enter.
F10	edit field details	to use you must position to a particular field ID. Once used it will allow you to display a work screen to change the attributes of the selected field.
F11	rotate panel	rotates through all six panels for any given data layout
F13	layout_1	rotates to data layout 1
F14	layout_2	rotates to data layout 2
F15	layout_3	rotates to data layout 3
F19	change current panel description	displays a workplace to change the label of the panel that you are on
F20	change all panel descriptions	displays a workplace to change all labels for every panel
F23	park field	to use you must position to a particular field ID. Once used it will change the panel attribute to N and effectively "park" the field meaning it will no longer display on a panel but will still exist in the list of available field ID's
Other Function Keys:
F3	exit	exits the Configuration Menu
F12	cancel	cancels current action and moves to the prior screen

Special Field ID Protect Code Attribute Values: The protect code attribute is used to define certain mandatory fields. It may not be changed during definition. All System Administrator defined fields will contain a code of blank.
Code:	What happens:
(Blank)	This is a System Administrator defined field
K	Primary key field. The System Administrator may not change the definition
L	This is a system required field, but the length can be changed by the System Administrator
P	Totally protected user field. The System Administrator may not change the definition
S	Totally protected system field. The System Administrator may not change the definition

Field ID's:	What happens:
A	Field ID is alphanumeric value
N	Field ID is numeric value, has special edit codes
D	Field ID is a date value, includes character separator values as well
T	Field ID is a time value, includes character separator values as well
Z	Field ID is a data and time value, includes character separator values as well

CREDIT/COLLECTIONS
. .. . . .COLLECTIONS & A/R Payment Terms. .A93..... Balance Due . . . .BAL..... Amt Past Due . . ..N06..... Days Out . . . . ..... N50	. .. . . . . . . LAST INVOICE Last Invoice # . . . . .US6...... Last Inv Date . . . . . D06....... Last Paymnt Dt . . . D13....... Account Status. . .. U11.
Comment. . . J53.........................................................................................................................................
	Layout 1 Panel 2

Statistic Field ID:	What happens:
#AU	Automatically updates the field with the userID for Add of a Contact Record
#CU	Automatically updates the field with the user ID for the Last Change to a Contact Record
#DU	Automatically updates the field with the userID for Last Document Create
#HU	Automatically updates the field with the userID for the Last Call
#VU	Automatically updates the field with the userID for the Last Multiple Change of a Contact Record
#AD	Automatically updates the field with the Date for the Add of a Contact Record
#CD	Automatically updates the field with the Date for the Last Change to a Contact Record
#DD	Automatically updates the field with the Date for the Last Document Create
#HD	Automatically updates the field with the Date for the Last Call
#VD	Automatically updates the field with the Date for the Last Multiple Change of a Contact Record
#AT	Automatically updates the field with the Time for the Add of a Contact Record
#CT	Automatically updates the field with the Time for the Last Change to a Contact Record
#DT	Automatically updates the field with the Time for the Last Document Create
#HT	Automatically updates the field with the Time for the Last Call
#VT	Automatically updates the field with the Time for the Last Multiple Change of a Contact Record
#CZ	Automatically updates the field with the Count value for the Last Change to a Contact Record
#DZ	Automatically updates the field with the Count value for the Last Document Create
#HZ	Automatically updates the field with the Count value for the Last Call
#VZ	Automatically updates the field with the Count value for the Last Multiple Change of a Contact Record

Field ID:	What happens:
DUR	Duration of the Call. This is a numeric field with the following attributes: an entry field that is 3 digits and 1 decimal in length with no commas or leading zeros. This field ID may not be changed by the System Administrator except for the Length of the field.
RSP	Reason, Result or Response Code for the Call. This is an alphanumeric field with the following attributes: an entry field that is 4 characters in length and is Upper case. This field ID may not be changed by the System Administrator except for the Length of the field. A listbox on this field detailing the reason for the call produces data that is an effective tool when writing reports concerning telephone data. Sample Reason or Response Codes might be expressed by departments, SLS, SVC, etc. or by reason for call such as DEMO, $$$ (for sale closed), TECH, etc. You can make the listbox as extensive as needed and many of the values will most likely be used across departments. You may also use the listbox with values expressing the result of the call, LAM, LVM, BUSY, etc.