Welcome to askSam
Welcome

Welcome to askSam - the most flexible and advanced tool for managing information. Whether you deal with structured information (such as names and addresses) or freeform text (such as Email, Web pages, and correspondence), askSam can help you put your information where it belongs - at your fingertips.

See Also

How your Information is Stored


askSam and askSam Professional

There are two versions of askSam - the Standard version and the Professional version. The Professional version contains the same features as the Standard version plus the following:

Full-Text Indexing and Index Searches - With full-text indexing, askSam's searches get even faster. The Professional version lets you index your askSam files and search through hundreds of megabytes in a matter of seconds.

Number of Hits - When searching an indexed file, you immediately see the number of documents retrieved by your search.

Word List - The Professional version has a Word List that displays every word in an indexed file. Just click to search for any word in the list.

Access askSam from Visual Basic - askSam Professional includes an ActiveX control that can be accessed from Visual Basic  (and other programming languages). You can create customized applications that enhance your work with askSam.

For information on upgrading to askSam Professional contact our sales department at 850-584-6590 or see our Web site: http://www.askSam.com .


What's New in Version 5
What's New in Version 5.1

Import Enhancements

•	Import the Contents of Email Attachments

In askSam 5 we let you import email attachments along with the messages. But the imported attachments were not searchable. A new option in askSam 5.1 imports the contents of recognized attachments (Word, HTML, PDF, WordPerfect, RTF, and Text) to the end of your email messages.

•	Pre-process Imported Files with TextPipe Utility

We've integrated a special version of the product "TextPipe Pro" with askSam. TextPipe is a data manipulation tool that lets you perform a set of operations on files that you import into askSam. With TextPipe you can massage data before it is imported into askSam. There will be an additional charge for TextPipe (it's not included with askSam). The price will be $89 for a full version that allows you to run and create filters. We're currently interested in ideas for new pre-defined filters that will be useful to askSam users. You can find the current list of available filters and more information about TextPipe at: http://www.askSam.com/textpipe.asp

•	IMAP Email Import

We've updated the askSam Email Wizard to allow IMAP Email as a source for importing email into askSam.

Search Enhancements

•	Search for Documents with Attachments

In the Search dialog, you'll find a new search option "Attachments". This allows you to search your database for documents with attachments (or documents without attachments).

•	Store Multiple File Search Requests

In askSam 5.1 we've enhanced the Search Multiple Files feature. You can now store these search request - the search as well as the files you want to search. This is a very useful feature for those of you who work with multiple askSam databases.

•	Numeric Field Comparison

We've added functionality to our Numeric Search. You can now search based on a comparison of two fields. For example, find documents where FIELD1[ is >= FIELD2[.

Other Enhancements

•	Delete Multiple Bookmarks from the Bookmark dialog.

•	Support for the Euro Symbol in the currency symbol option in FILE - PROPERTIES.

•	Export Word list (Pro Version Only) - export the words listed in the ACTIONS - WORD LIST. The Words can be exported in text or CSV formats.

•	Right Click Editing for Hypertext Links - we've added an "Edit Link" command when you right click on a hypertext link.

What’s New in askSam 5.0…

New Import Features

•	Email Import Wizard

The Email Import Wizard makes is simple to set up profiles to import your email messages into searchable askSam databases. The Wizard supports the following email clients: Outlook, Outlook Express, Netscape, Eudora, and PocoMail. It lets you choose which mailboxes you want to import and set the askSam databases into which you want them imported. Choose FILE - IMPORT EMAIL to access the Email Import Wizard.

•	Import Adobe Acrobat PDF Files

We've added an import filter that imports the text from Adobe PDF files. The Adobe Acrobat filter is listed in the Import dialog in the File Type dropdown menu.

•	Import Attachments with your Email

When importing email (from Outlook, Outlook Express, Eudora, Netscape, PocoMail, and others), you can choose to have askSam save your email attachments along with the email messages. The "Save Attachments" option in the Import dialog lets you choose whether you want askSam to save just the email messages or the messages along with any attachments. The attachments are "attached" to your askSam documents and become part of the askSam database. You can view them, execute them, save them.

•	Attach Original Files when Importing

When importing Word, WordPerfect, PDF, HTML, RTF, and Text files into askSam, you can attach a copy of the original file to the askSam document when you import. The "Save Attachments" option in the Import dialog lets you choose whether to attach the original file when importing. If you choose to "Save Attachments", a copy of the original file is attached to your askSam document and becomes part of the askSam database. You can view the attachment in its original application or save it to a file.

•	Link to Original Files when Importing

When you import a file into askSam, you can automatically have a hypertext link back to the original file. For example, you can import a Word file into askSam and have a link in the askSam document back to the original Word document. The link is set by including a ^L or ^l in an Entry Form and then choosing the "Import into Entry" option when importing.

•	Import Full or Partial Email Headers

The "Full Header" option in the Import dialog lets you specify how you want email messages to import. When the "Full Header" option is set to "No", only the following fields from the email header are imported: To:, From:, Date:, Subject:, Message_Id:, along with the name of the mailbox from which the messages are imported. When the "Full Header" option is set to "Yes", all information in the email header is imported.

•	Import Any Type of File (to Link or Attach)

A new import type lets you attach to or link to any type of file from askSam. The "Any File" import type does not import the "text" from a file, it lets you attach to or link to the file. A great way to create a database to track graphics, MPEG files, Powerpoint presentations, etc.

Enhanced Searching

•	Remembered Lists

Remember the results of a query or place random documents into a Remembered List. You can search, browse, edit, print, export, or delete the subset of documents in the Remembered List. You can also run reports on the documents in the Remembered List.

askSam lets you define multiple Remembered Lists. For example, in our knowledgebase  we have a Remembered List for each of our products (askSam, Web Publisher, SurfSaver, and Resume Tracker). When we are looking in the knowledgebase, we can switch to the Remembered List for the appropriate product.

Remembered Lists can be combined with Boolean operators in searches. For example, we could search for items in the "askSam" Remembered List that are also in the "SurfSaver" Remembered List. This would give us items that relate to the two products working together.

•	Sort Search Results by Relevance

A new option lets you sort your Search Results by Relevance. In the Search Results Properties dialog, we've added a "Sort by Relevance" option to the Sort dialog. If this option is selected, the document with the most hits will be listed first in your Search Results.

•	Index Specific Fields (only in askSam Professional)

This option allows you to index the contents of specific fields. Indexing specific fields greatly improves search times in very large databases (databases with millions of documents). You can access the "Index Specific Fields" option in the Index dialog.

New Hypertext Features

•	Search File For Link Text

Create hypertext links that search for the linked text. You can search for the linked text in the current file or in another file.

Use this feature to jump to another database and look up information or find related documents in the current database. For example, you could set a search link on Client Number in one database and have it search for this number in another database when you click on the link.

You can set this link in an Entry Form so that when you fill in a field (name, email, client number, etc.) the field is automatically linked. You set this link using the DOCUMENT - SET HYPERTEXT LINK command.

•	Search Current Document For Link Text

This link searches only in the current document for the linked text. It's most useful inside of long Entry Forms allowing you to jump to different sections of the form. You set this link using the DOCUMENT - SET HYPERTEXT LINK command.

•	Link to specific line number

Link to a specific line number in an askSam document. This feature is most useful inside of long Entry Forms. It lets you jump back to the top of the form. You set this link using the DOCUMENT - SET HYPERTEXT LINK command.

•	Link to Attachments

askSam 5 lets you attach files to your askSam documents. These files can be Word files, Powerpoint presentations, graphic files, ZIP files, ... anything on your hard drive. The hypertext function lets you set links to these attachments. Clicking on the link will display the file in the associated application. You can link to attachments using the DOCUMENT - SET HYPERTEXT LINK command.

Other New Features

•	E-Mail Merge

Email the results of a "mail merge" to selected contacts in your askSam database. A great way to send customized email messages to your clients, friends, or contacts.

Use askSam's powerful searches to select the proper email addresses. For example, search for those that requested more information that have downloaded the demo version within the last 15 days.

Use IF statements in your Email letter to insert the proper information for each message. For example, if the clients are not in the US or Canada, you could ask them to call on your standard phone number rather than your 800 number.

Create Email Merge messages using the askSam Mail Merge function. When you're ready to send the message, choose the MAIL MERGE - SEND EMAIL MERGE command.

•	E-Mail Documents

The DOCUMENT - EMAIL DOCUMENT command lets you email an askSam document. This is a great way to reply to archived email. When you choose to email an askSam document, askSam will search for To:, From:, and Subject fields in the document and fill in these fields when you reply (if they are available). If the askSam document contains attachments, you have the option of sending these attachments along with the email.

•	Inserting Fields in a Database.

Define an Entry Form and automatically insert the form (fields) in all documents or selected documents in your database. This feature makes it easy to add additional fields to existing documents. You can insert fields in a specific line, before a word or field, after a word or field, at the top of the document, or at the bottom of the document. Set up a new Entry Form with the field you wish to insert and choose DOCUMENT - INSERT ENTRY FORM. In the "Document Selection" field, choose either Current Document, Selected Documents, or All Documents.

•	Add Attachments to Documents

askSam lets you attach files to your askSam documents. These Attachments become part of the askSam database (in a compressed form).

•	Optimization for Graphics

When you insert graphics (via EDIT - INSERT - PICTURE), askSam can save these graphics in JPEG format. This greatly decreases the file size. The "Save all graphics in JPEG format" setting in the FILE - PROPERTIES dialog, lets you choose to have all graphics saved in JPEG format. Note: this only work on graphics, not OLE objects. The "JPEG format quality" setting in the FILE - PROPERTIES dialog, lets you reduce the quality of JPEG images and make them even smaller.

•	128 Bit Encryption

We've improved encryption in askSam 5. You now have the option of using 128 bit (in askSam 4, we only supported 56 bit encryption).  128 bit encryption is more secure, but requires slightly more time to encrypt/decrypt documents. In the FILE - PROPERTIES dialog, the "File Encryption Type" lets you choose between 56 bit and 128 bit encryption.


What You Need to Know about the Version 5 File Format

askSam makes it easy for you to convert askSam DOS and askSam for Windows versions 1, 2, and 3 files to version 5 format.

To convert a file from askSam for Windows versions 1, 2, 3, and 4 to version 5, simply follow these steps:

1.	Click on File

2.	Click on Open

3.	In the Open dialog box, browse to where your file from the previous version is.

4.	Highlight the file.

5.	Click on Open.

6.	A message box saying, "Would you like to convert this file to version 5.0 format?" should appear. Click on Yes.

NOTES:

1.	When you convert a file to the version 5 format, that file can no longer be opened by any previous versions of askSam.

2.	When you convert a file to the version 5 format, askSam will make a backup of that file with a .as4 extension in the same directory. (Example: c:\as_win\readme.as4)


What's New in Version 4

For your convenience we have assembled this list of key new features in Version 4, along with ideas of how you might apply them to your work.

Search Results Window ¯ Find what you’re looking for, INSTANTLY!  No more paging through document after document viewing your hits one at a time. Now you can edit and delete documents and continue your search where you left off… see the number of hits in the database, in each document, the context of the hit, and any fields from the document… and more!

Multiple Entry Forms per File ¯ in Version 4 you get an unlimited number of entry forms per file! An address file can have a form for business and one for friends. A bibliographical file can have an entry form for books, one for magazines, one for newsletters, and one for Web sites.

New Import Filters ¯ We’ve added import filters for Word 97, Word 2000, WordPerfect, Microsoft Access, Microsoft Excel, Microsoft Outlook, ODBC, and more. (The import function is in a DLL so you can program custom import filters whenever you like!

Wizards ¯ New wizards make askSam 4.0 a cinch to use.  Wizards guide you step by step through Delimited Import, Entry Forms and Creating New Files.

New Report Features ¯ Take advantage of several new report features to create better looking, more sophisticated reports.  See: Placing Fields in a Report , Report Layouts , If Statements in Reports ,

Conditional Field Settings , Headers and Footers in Reports

Proportional Fonts in Entry Forms ¯ Dramatically improve the appearance of your entry forms by having certain fields stand our in large fonts. This was a major request from users and we’re delighted to have been able to add it for you.

Increased Document Size & Increased File Size ¯ askSam is growing to keep pace with you information. We increased the document size from 16,000 lines to an unlimited number of lines and we increased file size from 4 gigabyte to 16 terabyte

Stored Searches ¯ Save time by storing frequently used searches

Keyboard Customization ¯ Define a set of shortcut keys to access you’re most used functions

Improved Security Features¯ Keep your information safer with Improved password protection and file encryption

Delete Duplicates ¯ Now you can choose from two options for deleting duplicates

Styles  ¯ Styles simplify formatting and add flexibility to the way you modify your database.

Priority in Boolean Searches ¯ Using parenthesis you can now add priority to your Boolean searches.

Added Support for OLE 2.0 and In-Place Editing

Long File Names ¯ Now your file names can be longer and more descriptive

askSam SDK ¯ New Product!  With askSam 4 we separated the askSam Database Engine (the core engine upon which askSam is based) into a component (a DLL - Dynamic Link Library). For the first time, developers can now create applications based upon the askSam database engine. The engine is available as a DLL or an ActiveX control (OCX) which can be accessed using standard programming languages such as Visual Basic, C, C++, and Active Server Pages for Web-based programming. You can access the data in your askSam database from Visual Basic and other programming languages.   For more information on this product visit our web site http://www.askSam.com


Chapter 1 - 	Getting To Know askSam

askSam Concepts in this Chapter:

The askSam Menus

The Sections of Your Screen

The Help System


The askSam Menus

The features of askSam can be selected using the traditional Menu Bar at the top of your screen.  You can choose a menu item either with your mouse or the keyboard (by using ALT plus the Key combinations).

Selecting Menu Items With A Mouse

You can choose menu items quite easily with a mouse.  Simply move the Mouse Cursor (it will become an arrow) to the menu item of your choice and click.  Options on the Pull-Down menus can be selected in a similar manner.

Selecting Menu Items With Your Keyboard

1.	To access a menu with the keyboard press the ALT key plus the underlined letter in the menu choice.

A Pull-Down menu will appear.

2.	You can now choose the desired menu option by pressing the underlined letter or number.

Alternate Keyboard Selection Method: You can also make menu selections by using the ARROW KEYS:

1.	Press the ALT Key to move the cursor to The Menu Bar.

2.	Use the ARROW Keys to move to the desired option.

3.	Press ENTER.


The askSam Menu Bar

FILE MENU	The FILE menu contains commands for creating and manipulating your askSam files (such as New, Open, Close, Save, Print, Import, Export, and Exit).

EDIT MENU	This menu contains commands for editing your Documents. The Cut, Copy, and Paste commands, OLE commands, as well as the Search and Replace commands are in this menu.

VIEW MENU	Use this menu to move through your Documents and to modify the appearance of the askSam screen.

ACTIONS MENU	For Searching, Sorting, and Outputting fields use the ACTIONS menu.

DOCUMENT MENU	With this menu you can Add, Delete, and Email individual Documents in your database. You can also set Bookmarks and Hypertext Links from the Document Menu. The commands to Remember sets of Documents are also found in the Document menu.

NOTE: When editing an Entry Form, Report or Mail Merge document, the DOCUMENT menu is removed and replaced by either the ENTRY FORM menu, the REPORT menu, or the MAIL MERGE menu.

FORMAT MENU	The FORMAT menu contains formatting options. These include Styles, Fonts, Alignment, Colors, Line Spacing, Tabs, and Indents.

TOOLS MENU	Entry Forms, Reports, Mail Merge, the Spell Checker, the Phone Dialer, Automatic Field Recognition, Pick Lists, and Options are located in this menu.

WINDOW MENU	This menu allows you to switch to other windows or rearrange the way open files are displayed.

HELP MENU	The HELP Menu provides you with help and other information about askSam.


The Mouse Menu

You can access a context sensitive menu by placing the Mouse Pointer in the Work Space of the askSam screen and clicking the Right Mouse Button (the Work Space is the part of the screen where you can enter text). This menu gives you quick access to Cut, Copy, and Paste Functions; Formatting Options; and Search Commands.

The askSam Screen

The basic elements of the askSam screen are shown below:

	←  Title Bar ←  Menu Bar ←  Toolbar ←  Format Bar ←  Search Line ←  Ruler ←  Work Space ←  Search Results Window ←  Status Bar

NOTE: When you place the cursor on a Button in the Toolbar or Format Bar a “Tool Tip” text will appear giving a short description of the Button.

•	The first line on your screen is the TITLE BAR. It contains the name of the active application (in this case askSam) and also contains the name of the active file (when a file is opened).

•	The second line on your screen is the MENU BAR.  From here you can access askSam's Pull-Down menus.

•	The third line is the TOOLBAR. It contains Buttons (the little pictures sometimes called Icons). These Buttons give you quick access to askSam's functions.

•	The fourth line is the FORMAT BAR.  It contains Buttons and Pull-Down Menus that give you quick access to askSam's text formatting commands.

•	The line beginning with the Search button is the Search Line. Here you can directly type requests for an askSam search. You move to the Search Line by pressing the ESC key (or CTRL+Q), or CLICKING on the Search Line. After you enter a search, press ENTER or CLICK on the Search Button. askSam will search for your request. The Search Line also contains two buttons that affect searches. The Case Sensitive button toggles the Search from Case Sensitive to Non-Case Sensitive. The Fuzzy Search button turns on and off askSam's Fuzzy Search feature. The third button in the Search Line displays the Search Dialog. From this dialog you can access askSam’s advanced search features.

•	The sixth line on your screen is the RULER. It displays (and allows you to modify) Indent and Tab settings for your Documents.

•	Underneath the Ruler is your Work Space. This is where you enter information.

•	The Horizontal Scroll Bar is located at the bottom of your screen. The Vertical Scroll Bar is located on the right hand side of your screen. With these bars you can scroll through your Document using a mouse. The Horizontal Scroll Bar also contains buttons that let you move to the First, Previous, Next, or Last Document in the active askSam file. The Document Type Pull-Down Menu in the Scroll Bar lets you switch between Data Documents, Entry Forms, Reports, Mail Merge, and Remembered Documents.

•


The SEARCH RESULTS Window appears underneath the Work Space – but only after you’ve entered a search. The Search Results Window displays a list of the Documents found by a search. Click on any item in the Search Results Window to display it in the Work Space.

•	The bottom line on the screen is the STATUS BAR. Here askSam provides you with messages and information about your location on screen, as well as, a Document Counter and the status of Insert/Overwrite mode and Data Entry mode.

NOTES:

1.	The VIEW · DISPLAY command lets you remove the Toolbar, Format Bar, and Search Line from your screen. See Changing the askSam Screen in the Customization, Options, and Tools Chapter for details.

The Toolbar

•	The Buttons on the TOOLBAR give you quick access to many askSam features. (The Buttons on the right half of the Toolbar are described on the following page.) The first four Buttons are the File Buttons.  By selecting them with your mouse you can: Create a New File, Open an Existing File, Save a File, and Print.

•	The Email Document Button lets you send the current document as an email message.

•	The next button Spell Checks the current Document

•	The Cut, Copy, and Paste Buttons let you move selected text to the Clipboard, copy selected text to the Clipboard, and paste text from the Clipboard into your Document.

•	The next button packs your file. Packing compresses and optimizes an askSam file. It is important to regularly pack your files.

•	The Import Button lets you import Documents into the active askSam file.

•	The Import Email Button lets you import email messages into your askSam databases.

•	The Data Documents Button switches back to Data Documents if you are editing a Report, Entry Form, Mail Merge, or Remembered Document. Data Documents are the documents that contain your information.

•	The Search Results Button opens or closes the Search Results Window.

•	Next are two Add Document Buttons.  The first adds a Document with an Entry Form to the active file. The second adds a blank Document to the active file.

•	The Delete Button deletes the current Document.

•	The Document Properties Button lets you set properties for the active askSam file.

•	The Remember Button adds the current Document to the active list of Remembered Documents. If the current document is already in the active Remembered List, selecting this button removes the Document from the Remembered List.

•	The Reports Button displays the Report Manager menu. From this menu, you create, edit, and run askSam reports.

•	The next button on the right is the Dial Button.  If a modem is installed in your system, this Button allows you to dial a selected phone number.

•	The last button on the Toolbar is the Help Button. It gives you access to askSam’s Help functions.

NOTE: The TOOLS · CUSTOMIZE · TOOLBARS command lets you define the Buttons you want to include in the Toolbar. See the chapter on Customization, Options, and Tools for details.


The Format Bar

From the FORMAT BAR you can access many of askSam's formatting functions.

•	First you'll find three Pull-Down menus that allow you to quickly and easily change the Style, Font, and Font Size of selected text in your Document.  Clicking on the arrows just to the right of the current Style, Font, and Font Size will drop down a Menu of available options.

•	The Buttons to the right of the menus are used to change the selected text to Bold, Italic, or Underline.

•	Next, you’ll find the Alignment Buttons.  With these, you can quickly Left Justify, Center, or Right Justify the selected text in your Document.

•	The next two buttons let you set the Foreground and Background Colors for selected text.

•	The last Button is the Zoom Button.

NOTE: The TOOLS · CUSTOMIZE · TOOLBARS command lets you define the Buttons you want to include in the Format Bar. See the chapter on Customization, Options, and Tools for details.

The Status Bar and Horizontal Scroll Bar

The bottom lines of the screen contain the Horizontal Scroll Bar and the Status Bar. From the Status Bar askSam gives you messages and other useful information.

The Horizontal Scroll Bar

•	The first four Buttons on the Horizontal Scroll Bar let you move to the First, Previous, Next, or Last Document in the active askSam file.

•	Next, you’ll find the Document Type Pull-Down Menu. This menu switches between Data Documents, Entry Forms, Reports, Mail Merge, and Remembered Documents. Data Documents are the Documents that contain your information.

•	The Attachments Button lets you access any files that are attached to the current askSam Document. You can display these attached files, delete them, or export them in their original format. If no files are attached to an askSam Document, the Attachments Button cannot be selected.

•	The Scroll Bar lets you scroll your Document horizontally.

The Status Bar

•	The left most section of the Status Bar is where askSam displays messages.

•	The next section is the Document Counter. It tells you how many Documents are in the file and gives you the number of the current Document. For example, "3 of 214" means that you are at Document 3, and there are 214 Documents.

•	Next, you’ll find the Column Number, Line Number, and Page Number of where the cursor is located in the current Document. (The Page Number is only displayed if Automatic Pagination is turned on.)

•	The next sections indicate the status of several modes:

o	Insert or Overwrite status. An OVR is displayed when in Overwrite.

o	The word DATA in the Status Bar indicates that Data Entry mode is active (See the chapter on Working With Documents for more information).


Getting Help

askSam provides you with several ways of getting help.

The Help Menu

COMMAND	DESCRIPTION
AskSam Help Topics	Access the askSam Help function. You can search for individual topics or scroll through a list of help topics to find the information you’re looking for.
About askSam	Gives the version number and other information about askSam.
The Help Button

	Access the askSam Help function. You can search for individual topics or scroll through a list of help topics to find the information you’re looking for.
The F1 Key

Pressing F1 will access context sensitive Help. From a dialog box, pressing F1 displays information about that dialog box. Pressing F1 in a pull-down menu displays information about the selected menu command.

Help In Dialog Boxes

Nearly every Dialog Box contains a HELP Button in top right corner. After clicking on this Button, you can select any part of the current Dialog Box, and askSam displays a help text for this item.

e-Docs – An Electronic Version  of the askSam Documentation

The entire contents of the askSam User’s Guide is included on your askSam CD-ROM. The documentation is contained in a full-text searchable, hypertext-linked askSam database.

The askSam Web Site

Our Web site contains Frequently Asked Questions (FAQs), as well as, a searchable Knowledgebase of other issues. Visit our Web site at: http://www.askSam.com


Opening an Existing File

To open an existing askSam file:

1.	Choose FILE → OPEN (or press CTRL+O).

The OPEN Dialog Box will appear.

2.	Choose the desired file name from the list of askSam files in the current directory.

3.	Choose the OPEN button.

askSam will open the file you selected.

NOTES:

1.	You can open files on other drives and in other directories by using the appropriate options in the Open Dialog Box.

2.	If you wish to open a file in Read Only mode, check the “Open as read-only” option. You cannot edit files opened in Read Only mode.

3.	In the askSam Network version you can open files either “Exclusive” or “Shared”. In “Shared” mode, multiple users are permitted to access, edit, and search a file at the same.


Saving a File

To save any changes you make to an askSam file:

Choose FILE → SAVE (or press CTRL+S).

Your changes will be saved.


Saving A File Under Another Name

The SAVE AS Command allows you to give a file another name before it is saved to disk.

1.	Choose FILE → SAVE AS.

The SAVE AS Dialog Box will appear.

2.	Type in the new name for your file

3.	Choose OK.

A duplicate copy of your file will be saved under the new name. The file will remain on screen, but you will now be working with the one that has been saved under the new name.

NOTES:

See EXPORT for information on saving a file in another format or saving a selected group of Documents to another file.


File Properties

The PROPERTIES Dialog sets different options for the current askSam file.

1.	Choose FILE → PROPERTIES

The PROPERTIES Dialog Box will appear.

2.	Set the options for your askSam file.

3.	Choose the OK Button.

See Also:

File Properties


Packing a File

It is important to regularly PACK your files. When a file is packed, askSam permanently removes deleted Documents and reclaims fragmented space (which makes the file smaller). In addition, searches are faster after a file is packed.

When a file is packed, askSam renames the old file with a .BAK extension. If there is already a file with that filename, the old .BAK file receives a .SAV extension.

To pack a file:

1.	Choose FILE → PACK (or click on the Pack Button).

The PACK Dialog Box will appear. A Meter Bar on your screen will display the progress. After the Pack is complete, askSam will return you to the first Document of the newly packed file.

NOTES:

1.	askSam will automatically ask to pack fragmented files. When you open a file, askSam checks the condition of the file. If the file is fragmented, askSam asks if you wish to pack.

2.	If you wish to conserve disk space, you can prevent askSam from creating .SAV files. Turn off the "Save backup file before packing" option in FILE · PROPERTIES  Dialog Box.


Indexing a File
Indexing a File (only available in the askSam Professional version)

Full-Text Indexing greatly speeds up searching in askSam files, especially in large files. With full-text indexing, you can search through a several hundred megabyte askSam file in a matter of seconds. Full-Text indexing is only available in the Professional version of askSam.

To index a file:

1.	Choose FILE · INDEX.

The INDEX Dialog Box will appear.  This Dialog Box lets you set several indexing options (these options are described in the Index Options section of the help).

2.	Choose the INDEX FILE Button.

A Meter Bar on your screen will display the progress.

NOTES:

1.	The time required to index a file is a one-time investment. Once an index is created, askSam will maintain the index as you edit, delete, and add information to your file.

2.	The size of the index relative to your file size will depend upon the information in your file. Generally, the index size is less than 30% of the file size. In small files this percentage will be higher.

3.	When you index an askSam database, two index files are created - an *.IDX file and a *.DTA file. These files contain the index information. If you delete or move these files, you will need to re-index your file.

See also: Deleting an Index and Index Options


Deleting an Index
Deleting an Index (only available in the askSam Professional version)

1.	Open the file whose index you wish to delete.

2.	Choose FILE · INDEX.

The INDEX Dialog Box will appear.

3.	Choose the DELETE INDEX Button.

A message will appear asking if you wish to delete the index.

4.	Choose YES.

The Index will be deleted.

NOTES:

1.	To determine if a file is indexed, look at the File menu. If the Button next to the Index command is depressed, the file is indexed.

2.	When you delete the index, the two index files ( *.IDX  and *.DTA)  are deleted from your disk.


Backing Up Your Files

Your data is valuable. Please be sure to make regular backups. You can backup your files from DOS, the Windows Explorer, or any backup program. Power failures, hardware/software problems, computer viruses, and other factors can damage your files. If this should happen, having a recent backup can save you considerable trouble.

See also: Packing a File


Closing A File

To close the active askSam file:

Choose FILE · CLOSE (or press CTRL+F4).

The file will be removed from the screen. If you have made any changes since you last saved, askSam will ask you to save your work before closing the file.


Exiting askSam

To Exit askSam:

Choose FILE · EXIT (or press ALT+F4).

If any unsaved files are open, askSam will ask you if you want to save. Choose Yes to save or No if you want to disregard your changes.

You will exit askSam.


What are Entry Forms

Entry Forms let you define structure for the Documents in your askSam file. You can set up "fields" in an Entry Form and fill these out as you enter information in your file. askSam is a very flexible program — it does not require rigid predefined structure like most traditional databases. Fixed field positions or predefined field lengths are not required.  In an askSam Entry Form, you type words you want to use as fields:

The Entry Form provides structure for the information you enter, but does not require you to predefine how much information you’ll be entering in a your "fields". askSam also lets you use multiple Entry Forms in your files. You can vary the degree of structure from File to File or Document to Document.  For example, easily structured data (such as an address file) calls for a more rigid Entry Form than a file containing freeform Documents like email or letters. Managing files with other information, such as questionnaires or research notes, may call for a mixture of structured data and freeform text.  Entry Forms can be designed within askSam to meet a wide variety of requirements.

See also:

The Field Character

Creating and Editing Entry Forms

Designing an Entry Form

The Entry Form Menu

The Entry Form Editor

Single Lined Fields

Multi Lined Fields

Using the Field Tab to Set Fields

Inserting Text and Graphics in Entry Forms

Inserting Commands in Entry Forms

Picklists in Entry Forms

Multiple Entry Forms

Adding and Inserting Entry Forms

Renaming Entry Forms

Deleting Entry Forms

Example Entry Forms


The Field Character

A field can be any word followed by the Field Character. The Default Field character used by askSam is the Open Bracket ( [  ).  For example, words such as Product[, Price[, Description[ are considered fields in askSam.

You can define the Field Character to be any character you want. If you are importing information from an email application or the Internet you can define your field character as a colon ( : ). Then words such as Date:, To:, From:, and Subject: can be used as fields.

To Change the Field Character:

1.	Choose FILE · PROPERTIES · FIELD CHARACTER.

Type the new character you wish to use as the new Field Character.

2.	Choose OK.

NOTES:

1.	Even after redefining the Field Character, the closing bracket ( ] ) remains the character that designates the end of a field.

2.	The fields in the Entry Forms define the field structure for your file. The list of fields in the Search commands and Report Writer is generated from these field names. The order in which you enter the fields in the Entry Form determines the order in which they are listed in the field lists.

3.	You should define the Field Character before entering your Entry Form. When an Entry From is saved, askSam inserts a space after each field (if at least one space is not already present). This space is required for editing in Data Entry mode. If your Field Character is not defined before the Entry Form is created, askSam will not recognize your fields and the space will not be inserted.

4.	You can make the field character and closing brackets invisible by choosing FILE · PROPERTIES · HIDE FIELD CHARACTERS.


Creating and Editing Entry Forms

Entry Forms allow you to concentrate on entering information without forcing you to think about structure or format. They also provide askSam with a list of fields contained in your file. The list of field names in the Search Commands and Report Writer is generated from fields contained in the Entry Form.

An askSam file can contain more than one Entry Form. For example, an address file could contain on form for home addresses and another for business addresses.

When you create a new askSam file, it contains an empty Entry Form named "Normal". To add structure to the file, you can edit the Normal Entry Form and add fields.

To Add or Edit Entry Forms:

1.	Choose TOOLS · ENTRY FORMS.

The Entry Forms Dialog Box will appear.

2.	To edit an existing Entry Form (for example the Normal Entry Form), select the name of the Entry Form and choose the EDIT button.

To create a new Entry Form, enter a name for the new Form and choose the CREATE button.

3.	This will switch you to the Entry Form Document Type.  This is where you enter the fields, text and graphics for your Entry Form. In the Entry Form Document Type, the DOCUMENT pull-down menu switches to the ENTRY FORM pull-down menu. In addition, the Entry Form Toolbar will replace the Search Line on your screen. At the bottom of the Work Space, you’ll see ENTRY FORM in the Document Type indicator.

	← Entry Form Toolbar ← Entry Form  Work Space ←  Entry Form Document Type
4.	Type the Field Names and Text into your Entry Form.

All the standard features of the Word Processor are available. You can: change styles, fonts and colors; include graphics; insert tabs; modify the margin settings; define headers and footers; and set the justification for the text. (See the Working with Documents section of the help file for more details.)

5.	To save your Entry Form, choose FILE · SAVE (or press CTRL+S)

A message will appear asking if you wish to turn on Data Entry mode. Data Entry mode simplifies entering data in fields (see Data Entry for details). If you want to enter data in fields, choose the YES Button. If you are entering information without fields, choose the NO Button.

6.	To close the Entry Form and return to your Data Documents, choose ENTRY FORM · CLOSE.

Your Form will be saved and you will return to the first Document of your file.

To add a Document with your form, choose DOCUMENT · ADD ENTRY FORM, and select the name of the Entry Form you wish to add.

NOTES:

1.	Setting the Default Entry Form. askSam lets you define multiple Entry Forms in a file. To make entering data as efficient as possible, the Form you use the most can be set as the Default Entry Form. The Default Entry Form is added when you choose DOCUMENT · ADD DEFAULT ENTRY FORM (or press CTRL+A). You set the Default Entry Form by choosing FILE · PROPERTIES · DEFAULT ENTRY FORM, and selecting the desired Entry Form.

2.	When you modify an Entry Form, the changes are only in the Entry Form and new Documents entered using the modified Entry Form.  Previously entered information is not modified.


Designing an Entry Form

Designing a custom Entry Form requires no programming. In fact, creating an Entry Form is as simple as typing words in a word processor. The key is understanding your information. Often this simply amounts to taking a careful look at your information and how you want to use it.  A few questions you may want to ask include:

Should I define fields and structure my information? Or would a blank screen where I can type suffice?

A blank screen for entering text does not require an Entry Form.  You would just Create An Empty File (as described previously) and begin entering your documents.

NOTE: Without any consistent structure between documents, you can still search for any text you have entered.  However, you will not be able to generate lists and reports based on these documents.  Even a small amount of consistent structure between freeform documents (such as the date and subject of a note) allows you to utilize your data in a variety of ways.

If some type of structure is needed, ask the following questions:

Can I define a form that will simplify entering my information?

Fields (such as Name[, Company[, City[) or words (such as To:, From:, Date:) can prompt you for the necessary information and allow you to jump directly to the position where that particular information should be entered.

An Entry Form can also simplify data entry by automatically inserting the date or including information that will repeat between documents (such as your name, company name and address).

Who will be entering information into the file?

If you are designing a file for your own use, Entry Forms (if they are required) can be less detailed.  Generally, they will serve to prompt you for specific pieces of information that will ensure consistency from Document to Document.

But when others will be entering information in a file you design, the Entry Form often serves a more vital role. It can contain the complete text of the questions you want asked or other instructions for filling out the form. For example:

What parts of your information would you like to see in Lists and Reports?

askSam has the ability to search for any word or phrase in your file without any predefined structure.  However, in order to create Reports and Lists, askSam must be able to locate the specific information you want to include in your Lists or Reports. To identify this information, askSam allows the use of:

FIELDS - Field Names followed by an Open Bracket  ([)

EXAMPLES:  Product[, Price[ or Description[

IDENTIFYING WORDS - Words followed by any character

EXAMPLES: To:, Subject:, Date:, Height=, Weight=, Title-, Author-

Any information that is preceded by a FIELD or IDENTIFYING WORD can be used in a Report.

For example: You are creating a file with documents containing names and telephone numbers. Eventually, you will require a sorted list containing these names and phone numbers. In this case, you would precede both the names and telephone numbers with a Field or Identifying Word.

NAME[ Jane Smith    ] 	PHONE[ 1-800-555-2323

            OR

Client: Mike Davis

Telephone: 1-800-555-7878

What is the purpose of your Form and is there any part that can be automated?

Very often the nature of your information will dictate just how the Form can best be used.

EXAMPLES: If the form is intended to create a Fax form, do you have all the necessary text and formatting included?  Do you have the date being automatically inserted?  (You should try to automate as much as possible.)

If the form is intended to create a Questionnaire, are you asking the right questions to obtain precisely the desired answers? Do you have fields for all the information you need in reports?  Is a date required?  If so, are you automatically inserting it?

Once you know the answers to these questions, you are ready to create your Entry Form.  And unlike many traditional databases, askSam makes it easy to modify your Entry Form should you find something is not quite right or perhaps missing in your original.

In fact, you might find the best way to create a new file is to: create an Entry Form; enter a few Documents; use the Report Writer to define the required Reports; then double check to be certain all the necessary information is present. If not, simply go back and modify your Entry Form.

Designing an Entry Form will often help you better understand your information.  The process forces you to focus on what is relevant and requires that you fully examine your information in terms of its eventual use. After designing your first file or two, you may quickly find yourself using askSam for a variety of tasks.


The Entry Form Editor

When you create a new Entry Form or edit an existing Entry Form, you enter the Entry Form Editor. The Entry Form Editor is where you design Entry Forms.

When you switch to the Entry Form Editor, you’ll notice the following changes on your screen:

•	The Entry Form menu replaces the Document menu.

•	The Search Line is replaced by the Entry Form toolbar

You exit the Entry Form Editor and return to Data Documents by choosing ENTRY FORM · CLOSE.


The Entry Form Menu

When you enter the Entry Form Editor, the Entry Form menu replaces the Document menu. The Entry Form menu contains the following commands:

COMMAND	FUNCTION
ADD	Adds a new Entry Form.
ADD OTHER	Adds a new Entry Form, a duplicate of the current Entry Form, a new Report, or a new Mail Merge Document.
CLOSE	Closes the Entry Form Editor and returns you to the first Data Document in your file.
DELETE	Deletes the current Entry Form.
VIEW DELETED ENTRY FORMS	Lists the deleted Entry Forms and lets you undelete them. Deleted Entry Forms are permanently removed from a file when you pack.
INSERT DATE	Inserts the Date command at the current cursor position. The Date command will automatically insert the system date when data is added using this Entry Form.
INSERT TIME	Inserts the Time command at the current cursor position. The Time command will automatically insert the system time when data is added using this Entry Form.
INSERT WEEKDAY	Inserts the Weekday command at the current cursor position. The Weekday command will automatically insert the weekday when data is added using this Entry Form.
INSERT COUNTER	Inserts the Counter command at the current cursor position. The Counter command will automatically insert a number when data is added using this Entry Form.
LINK TO IMPORTED FILE	Inserts the name of an imported file and links this file name to the imported file (only when you import into the Entry Form).
LINK TO IMPORTED PATH AND FILE	Inserts the path and file name of an imported file and links to the imported file (only when you import into the Entry Form).
INSERT IMPORT FILENAME	Inserts the name of an imported file (only when you import into the Entry Form).
INSERT IMPORT PATH AND FILENAME	Inserts the path and file name of an imported file (only when you import into the Entry Form).
SET HYPERTEXT LINK	Displays the Hypertext Dialog Box and lets you set Hypertext Links in your Entry Form.
CLEAR HYPERTEXT LINK	Clears Hypertext Links in your Entry Form.
WIZARD	Runs the Entry Form Wizard to guide you through adding fields to a Form.
PROPERTIES	Displays the Entry Form Properties Dialog Box. The Dialog lets you rename and define settings for your Entry Form.


Single Lined Fields

To structure information askSam allows the use of fields. Entering fields into an Entry Form is as simple as typing text. No special definitions are required. Just type the field name in the row and column where you want it to appear. For example:

If you want more than one field on a line, insert a closing bracket (  ] ) where the first field should end, and then type in the next field name. For example:

The closing bracket ends the field and also can be used to restrict the field length. When a field is output in a Report, it is output until the end of a line or until a closing bracket ( ] ).

There is no limit to the number of fields that you can insert in an Entry Form.

NOTES:

1.	Your fields may be entered in any font. If you choose a proportional font and have multiple fields on a single line, you will need to set the fields on tabs (to prevent the position of the second field in the line from changing as you enter information). When you set up fields with the Entry Form Wizard, they are automatically placed on tabs.

2.	Do not insert spaces between the field name and the opening bracket: For example, this is incorrect:

This is correct:

3.	A field name cannot contain spaces. If you want a multiple word field name, connect the words with the underline character.

For example, this is incorrect:

This is correct:


Your field names may be as long or as short as you wish. One approach is to have as few distractions as possible on the screen. Here keeping the field names as short as possible is the priority. For example:

In other cases, especially when other users are entering information, it is essential that the form be as self-explanatory as possible. In this case, you would use longer field names to better indicate what information they contain. For example:

4.	Aligning Fields on the right bracket often makes your Entry Form more appealing. For example:

Align fields by inserting spaces before the field name or setting the field on a “Field” Tab. Again, do not insert spaces between the field name and the opening bracket ( [ ).

5.	Your fields may be entered in any font. If you choose a proportional font and have multiple fields on a single line, you will need to set the fields on tabs (to prevent the position of the second field in the line from changing as you enter information. This will not occur if you use a nonproportional font (such as Courier or Courier New).

6.	You can make the field character and closing brackets invisible by choosing FILE · PROPERTIES · HIDE FIELD CHARACTERS.


Multi Lined Fields

If you require a field longer than one line, just place a closing bracket in the line beneath the field name. When you begin entering information, askSam will automatically expand the field. For example:

By placing a closing bracket ] in the line after Comments[, the Comments field becomes a multiple line field.

When askSam stores your information, blank spaces and lines are compressed. This means that leaving space for a field does not dramatically increase the size of your file.

NOTE: Field Size. A long field can contain any amount of information - from a single word to thousands of pages of text.


Using the Field Tab to Set Fields

If you are setting up an Entry Form and using a proportional font (such as Arial or Times New Roman), it’s best to set your fields on tabs. askSam has a special “field” tab that is specifically designed for placing fields in an Entry Form.

NOTE: When you use the Entry Form Wizard to create an Entry Form, the fields in the Form are set using tabs.

Setting a Field Tab

The easiest way to set a field tab is from the Ruler.

1.	Choose TOOLS · ENTRY FORMS and create a new Entry Form or open an existing Entry Form.

2.	Type in the field names you want. You’ll want to insert a Tab before each field name. If you are ending a field with a closing bracket, insert a tab after the field name, and before the closing bracket. If you have multiple fields on a line, place a tab after the closing bracket and type in the next field name. For example:

<Tab>Name[

<Tab>Company[

<Tab>Phone[<Tab>]<Tab>Fax[<Tab>]

On the screen this would look like this:

3.	Use the mouse to click on the Tab symbol to the left of the Ruler.

Click here
Click on the [image] 5 times until it changes to the field tab.

4.	Place the cursor in the first line of your Entry Form, and set the field tab where you want the Opening Bracket of your field to line up. You set the field tab by clicking on the appropriate position in the Ruler.


Repeat this process for each line in the Entry Form. If you have closing brackets or multiple fields on a line, you’ll set multiple field tabs on that line. When all the Tabs are set in the above example, it would look like this:

5.	You can now format the fields and data using Styles, Fonts, or Colors.

6.	When you’re done with the Entry Form, save and then choose ENTRY FORM · CLOSE.

You will return to your Data Documents.

NOTE:
See the chapter on the askSam Word Processor for details of setting tabs and formatting.


Inserting Text and Graphics in Entry Forms

Entering text and graphics in the Entry Form works exactly the same as entering text and graphics in the normal askSam word processing mode.  Type in your text and select any formatting commands (styles, fonts, colors, alignment, margins) and define any headers and footers. You can also use the Cut, Copy and Paste functions to transfer texts or graphics into the Entry Form. See the Example Entry Forms for more information.

To include graphics in an Entry Form, you can paste in the graphic, use the EDIT · INSERT · PICTURE command, or use askSam's OLE functions to embed or link the graphic.  (Graphics and OLE are described in the Graphics and OLE Objects section of the help file).

When a graphic or OLE object is copied into an askSam Entry Form, the graphic will only be stored once in the askSam file - and not in each Document entered with the Entry Form. This saves space in your file.


Inserting Commands into Entry Forms

There are several commands that can be used to automate entering data.  Simply type these commands into your Entry Form, choose the appropriate Button or choose the appropriate command in the ENTRY FORM menu.

COMMAND	BUTTON	CODE	INSERTS ...
Insert Date		^D	Inserts the system DATE in Documents imported or added with an Entry Form.
Insert Time		^T	Inserts the system TIME in Documents imported or added with an Entry Form.
Insert Day		^W	Inserts the WEEKDAY in Documents imported or added with an Entry Form.
Insert Counter		^N	Sequentially numbers Documents imported or added with an Entry Form.
Insert Stop Code	(None)	^^	Used as a Stop Code. If this Command is contained in an Entry Form, the cursor jumps to the position marked by this command, and you can enter text. Pressing F3 moves you to the next ^^ code.  Stop Codes are only active when Data Entry mode is turned off. (See Adding A Document with Stop Codes for details.)
Link to Imported File		^l	When importing a file into the Entry Form, this command inserts the name of an imported file and links this file name to the imported file.
Link to Imported Path and File		^L	When importing a file into the Entry Form, this command inserts the path and name of an imported file and links to the imported file.
Insert Filename		^f	When importing a file into the Entry Form, this command inserts the name of the file you import. When adding a Document this command is ignored.
Insert Path and Filename		^F	When importing a file into the Entry Form, this command inserts the path and name of the file you import. When adding a Document this command is ignored.
NOTES:

1.	You can set the format for the date, time, and weekday in the FILE · PROPERTIES Menu.

2.	When inserting a command, be sure to leave space for the text that will be inserted.  When the text is inserted, it overwrites whatever space it requires.

An Entry Form Example:

Will Insert:

The cursor is positioned at the ^^ and ready for you to enter your text.


Picklists in Entry Forms

Pick Lists simplify entering data in askSam. With a Pick List you define a list of entries for a field. When you enter data in that field, you can have the list automatically appear, or you can simply press a key and display the list. Then choose the entry you want to insert in the field.

Pick Lists are useful for keyword fields, classification fields, or any field where you have a limited number of options to enter.

Click here for details on creating and using Pick Lists.


Multiple Entry Forms

askSam lets you have multiple Entry Forms in a single file. There are many cases where multiple Entry Forms can be very useful:

Different Forms Required in a Single Database. In some databases, different forms may be required to organize different types of information. For example, a bibliographic database may require different forms for bibliographical entries from books, journals, chapters, Web sites, and reports. In askSam, you can define a different Entry Form with specific fields for each type of bibliographic entry.

Inserting Additional Information in A Form. You can define an Entry Form that inserts at a specific position in an existing Document. This is useful if you have fields that are only occasionally used. For example, in a database of Web sites, you may track URL and site description. You could have an Entry Form for this information, and another Form that is inserted if the site requires a user name and password. The fields for User Name and Password would only be inserted if they were necessary.

Repeating Fields. In some databases, repeating fields can be useful. You can use askSam’s Entry Forms to insert these fields as required. For example, in a contact database, you may want to have fields for "Call Date" and "Call Notes" each time you contact someone. Using an Entry Form you could insert these fields in your Document each time you made a call.


Adding and Inserting Entry Forms

Adding and Inserting Entry Forms

There are several ways to add and insert Entry Forms into your file. You can find a detailed description of Adding Documents in the Working With Documents section. Here is a brief overview of Adding and Inserting Entry Forms:

Adding the Default Entry Form

To add the Default Entry Form:

1.	Choose DOCUMENT · ADD DEFAULT ENTRY FORM (or press CTRL+A).

A new Document is created based on the Entry Form you defined. Your cursor is in the Entry Form, and you can enter your information.

NOTE: You set the Default Entry Form by choosing FILE · PROPERTIES · DEFAULT ENTRY FORM, and selecting the desired Entry Form.

Adding an Entry Form

To add an Entry Form:

1. 	Choose DOCUMENT · ADD ENTRY FORM (or press CTRL+SHIFT+A).

2. 	The Add Entry Form Dialog Box will appear.

3. 	Select the Entry Form you wish to add  and choose the OK Button.

A new Document is created based on the Entry Form. Your cursor is in the Entry Form, and you can enter your information.

Inserting an Entry Form

To insert an Entry Form into the current Document:

1. 	Choose DOCUMENT · INSERT ENTRY FORM.

The Insert Entry Form Dialog Box will appear.

2. 	Select the Entry Form you wish to insert.

3. 	Select the location where you want the Entry Form inserted into the current Document.

4. 	Choose the OK Button.

The selected Entry Form is inserted into your Document.


Renaming Entry Forms

To rename an Entry Form

1. 	Choose TOOLS · ENTRY FORMS.

The Entry Forms Dialog Box will appear.

2. 	Select the Entry Form you want to rename and choose the EDIT Button.

You are now in the Entry Form Document Type, and the Entry Form you selected is displayed on the screen.

3. 	Choose ENTRY FORM · PROPERTIES.

The Entry Form Properties Dialog Box will appear

4. 	Replace the current Document Name with the new name for the Entry Form.

5. 	Choose the OK Button.


Deleting Entry Forms

If you want to delete an Entry Form:

1. 	Choose TOOLS · ENTRY FORMS.

The Entry Forms Dialog Box will appear.

2. 	Select the Entry Form you want to delete and choose the DELETE Button.

The Entry Form is deleted.


Example Entry Forms

The following examples contain two Entry Forms. Both contain the same fields and information. The only difference is the way that they are formatted.

In the first example, the fields and data were entered in the Default style. The second example includes more formatting to make the data easier to read:

•	We pasted 3 graphics in the first line. Two of the graphics are hypertext linked to menu commands.

•	The field names are in a style for fields and displayed in Arial and color. We simply selected the field names and chose the style we wanted.

•	The data is Times Roman. To make the data a different font or color from the field name, you select the space or spaces directly following the field name (in the Entry Form) and chose the style or font you want for the data.

•	We set the colon ( : ) as the Field Character rather than the opening bracket ( [ ).

Creating and formatting an Entry Form in askSam is similar to creating and formatting a document in a word processor. Adding formatting to the Entry Form is not required. Both of the previous examples will function in exactly the same manner. Formatting only helps to present the information in a more readable and visually appealing manner. (See the section on the askSam Word Processor for a complete description.)


Undeleting Entry Forms

If you accidentally delete an Entry Form, askSam lets you recover this Entry Form using the UNDELETE command. You can only undelete an Entry Form if you have not packed the file since the Entry Form was deleted.

To Undelete An Entry Form:

1.	Choose VIEW · DOCUMENT TYPE

2.	Choose ENTRY FORM

3.	Then Choose ENTRY FORM · VIEW DELETED ENTRY FORMS

4.	Select the name of the Entry Form you wish to undelete.

5.	Choose UNDELETE.

The Entry Form you selected will be undeleted.


Entry Form Properties

The Entry Form Properties Dialog Box lets you name (or rename) an Entry Form, define settings for an Entry Form, or see statistics for a form.

To Access The Entry Form Properties Dialog Box:

To access the Entry Form Properties Dialog Box, you must be in the Entry Form Editor. Choose TOOLS · ENTRY FORM, select the Form you wish to modify, and choose the EDIT button.

1.	Choose ENTRY FORM · PROPERTIES.

The Entry Form Properties Dialog Box will appear.

The SUMMARY Tab lets you name (or rename) the Entry Form. You can also enter the author’s name, keywords, and notes.

The STATISTICS Tab displays information about the Entry Form such as Size, Number of Lines, Number of Paragraphs, etc.

The SETTINGS Tab lets you define the following Settings for the Entry Form:

Data Entry Mode - Data Entry mode simplifies entering data in fields (see the Working with Documents chapter for details). You can choose to have Data Entry turned ON or OFF for this Entry Form, or you can choose "Use File Setting" which defaults to the Data Entry Mode setting in the FILE · PROPERTIES menu (this is the default setting).

Shortcut Key - Lets you define a shortcut key from ALT+1 through ALT+0 for the Entry Form. Pressing this key will add a Document using with the selected Entry Form.

Add Location - This setting determines the location where the Entry Form will be added or inserted in the askSam file.

You can ADD an Entry Form:

•	To the end of the file

•	To the top of the file

•	After the current Document in the file

•	After a named Document in the file.

You can INSERT an Entry Form:

•	At then bottom of the current Document

•	At the top of the current Document

•	At the cursor position in the current Document

•	At a specific line number in the current Document

•	In the line before a specified word or field

•	In the line after a specified word or field

Or you can use the Default setting from the FILE · PROPERTIES menu

Text Foreground Color - Sets the default foreground color for the text in the Entry Form.

Text Background Color - Sets the default background color for the text in the Entry Form.

Hypertext Link Color - Sets the color for the Hypertext Links in the Entry Form.


To Edit an Entry Form with the Entry Form Wizard

With the Entry Form Wizard, you can add fields onto the bottom of an existing Entry Form. Removing existing fields, changing the order of fields, or reformatting the Entry Form cannot be done from the Wizard. You will need to manually edit the Form.  See Creating and Editing Entry FormsCreating_and_Editing_Entry_Forms for details.

1.	Choose TOOLS · ENTRY FORM.

2.	Select the name of the Entry Form you wish to edit and chose the WIZARD button. A Wizard screen will appear asking if you wish to append fields to the end of the current Entry Form, or if you wish to create a new Entry Form.

3.	Choose "Append fields to the end of the current Entry Form" and choose the NEXT button.

4.	The Entry Form Wizard will appear. Add field names as described in Creating and Editing Entry Forms.

5.	Choose the NEXT button.

The Entry Form Wizard - Form Complete screen will appear.

From this screen you can choose to:

~ Begin entering data

~ Edit the Entry Form

~ Save the Entry Form and resume working in your file.


Navigating in an Entry Form with Hypertext Links

If you have a long Entry Form, you may find it useful to setup Hypertext Links that allow you to jump to specific sections of your form. For example, many recruiters use askSam to track and organize information about job applicants. Their Entry Forms can be very long containing sections with applicant contact information, education, employment history, certifications, and more. With the “Search Current Document For Link Text” Hypertext Link, you can create Hypertext Links in your Entry Form that will allow you to jump to specific sections of your Entry Form to add or edit information in these sections.

To Set Hypertext Links for Navigating in an Entry Form:

1.	Go to the Entry Form where you wish to add the links.

2.	Directly preceding each section you wish to access, add a unique text that the Hypertext Link can search for to locate this section.

3.	At the top of the Entry Form (or wherever you wish to define your Hypertext Links), insert the same texts you’ve used to identify the sections of your Entry Form.

4.	Set the Hypertext Links from the text you’ve entered to the appropriate sectioning by selecting the text you wish to link, choosing ENTRY FORM · SET HYPERTEXT LINK and selecting “Search Current Document for Link Text”.

5.	The Link will be set. When you click on the link, you will jump to the appropriate section of your Entry Form.

NOTE:

To set a link back to the top of your Entry Form, use the Hypertext Link “Line Number in Current Document” and link to line 1 of your Entry Form.


Link to Other Databases with Hypertext

The Hypertext Link “Search File for Link Text” is a useful way to link a field in one askSam file to information in another askSam file. You can set this type of link on any field, and when a user enters a text in that field, it will automatically be linked. Clicking on it will search the file you defined for the text entered in the field.  For example, you could link on the Email field and search your Email archive for all messages containing the email addresses.

To Set Hypertext Links to another Database in an Entry Form:

1.	Go to the Entry Form where you wish to add the link.

2.	Select the blank space immediately following the field whose contents you want linked.

3.	Choose ENTRY FORM · SET HYPERTEXT LINK

4.	Choose the BROWSE button in the Set Hypertext Dialog Box, choose the file you want to search, and choose the OPEN button.

5.	Select the “Search File for Link Text” Hypertext Link and choose OK.

When you add information using this Entry Form, the text entered into this field is automatically linked. When you click on the linked text, askSam will open the specified file and search for the text.


Defining Stop Codes

Defining stop codes is simple. When you create an entry form, simply insert the characters ^^ in the positions where you wish to enter information. For example:

Create a new file or open a file in which you want to use stop codes.

Choose TOOLS · ENTRY FORMS.

The Entry Forms Dialog Box will appear.

Choose the Entry Form you want to modify, or create a new Entry Form.

Enter the text portions of your Entry Form as usual but place the characters ^^ in the positions where you want to jump when entering information. For example:

Save the Entry Form and choose ENTRY FORM · CLOSE to return to the Data Documents.

NOTE: If you are prompted to turn on Data Entry Mode, choose NO. Stop Codes will not work if Data Entry Mode is turned on.


Using Stop Codes to Add Information

If Data Entry Mode is too structured for the information you plan to manage, Stop Codes offer a less structured way to enter information into a form. Stop Codes are special markers that act as place holders in the text of an Entry Form.

Stop Codes work in askSam's standard Word Processing mode. They let you mark positions in an Entry Form and jump to these positions when you enter your information. Stop Codes are useful for faxes, memos and other freeform databases.


Adding Information Using an Entry Form With Stop Codes

Once an Entry Form with Stop Codes has been defined, you can add Documents by filling out the Form:

Add the Entry Form with the Stop Codes

The Entry Form is added with the first set of ^^ characters selected.

Type in your information (make sure that you are in Insert mode - not Overwrite mode).

The ^^ characters will be deleted as your information is inserted.

Press F3 to jump to the next Stop Code.

The next set of ^^ characters will be Selected.

Repeat steps 2 and 3 until there are no more Stop Codes.

Choose FILE · SAVE (or press CTRL+S) to save.

NOTE: If the Stop Code is not selected when you choose Add the Entry Form, it means that Data Entry mode is turned on. To remedy this, turn off Data Entry in the FILE · PROPERTIES menu.

Now add another Document and Stop Codes should work properly.


Entering Data in Data Documents

You have a choice of two modes for entering information into a Document.  You can enter information in the very freeform Word Processing Mode, or you can use the Data Entry Mode for more structured information.

The askSam Word Processor - Like any Word Processor, you can move freely around the screen, editing text and formats.

Data Entry Mode - This mode is designed to simplify entering data. When active, pressing ENTER or TAB moves you from one field to the next. You are only able to add and edit in fields.


Adding Documents to an askSam File

There are several different ways you can add Documents to an askSam file. You can add the Default Entry Form, add any other Entry Form, insert an Entry Form, or add a duplicate of the current document.

See also:

Adding Information with the Default Entry Form

Adding Information with Other Entry Forms

Inserting Entry Forms

Inserting Entry Forms into the Current Document

Entering Data into Data Documents


Adding with the Default Entry Form

To add a Document with the Default Entry Form:

1.	Choose DOCUMENT · ADD DEFAULT ENTRY FORM (or press CTRL+A).

A new Document based on the Default Entry Form is added to your askSam file.

If the Default Entry Form is empty, the new Document will be empty, and you can begin typing. If the Default Entry Form contains fields, the new Document will contain these fields, and you can begin entering information.

NOTES:

1.	askSam lets you define multiple Entry Forms in a file. To make entering data as efficient as possible, the Form you use the most can be set as the Default Entry Form. You set the Default Entry Form by choosing FILE · PROPERTIES · DEFAULT ENTRY FORM, and selecting the desired Entry Form.

2.	By default, new Documents are added to the end of the askSam file. You can change the location where new Documents are added by choosing FILE · PROPERTIES · DOCUMENT ADD LOCATION.

3.	If your data contains fields, you will most likely want to turn on Data Entry mode for the file. Data Entry mode simplifies entering data in fields. You can turn on Data Entry mode by choosing FILE · PROPERTIES · DATA ENTRY MODE.


Adding Entry Forms

askSam lets you have multiple Entry Forms in your files. You can see the Entry Forms in a file and select the one you want to add using the Add Entry Form command.

Choose DOCUMENT · ADD ENTRY FORM (or press CTRL+SHIFT+A).

The Add Entry Form Dialog Box will appear.

Select the Entry Form you wish to add and choose the OK Button.

A new Document based on the selected Entry Form is added to your askSam file, and you can begin entering information.

NOTES:

1.	By default, new Documents are added to the end of the askSam file. You can change the location where new Documents are added by choosing FILE · PROPERTIES · DOCUMENT ADD LOCATION. You can also define this setting for a specific Entry Form.

2.	If your data contains fields, you will most likely want to turn on Data Entry mode for the file. Data Entry mode simplifies entering data in fields. You can turn on Data Entry mode by choosing FILE · PROPERTIES · DATA ENTRY MODE.

3.	To simply entering Data with multiple Entry Forms, you can define shortcut keys to the different Entry Forms. askSam also allows you to set Hypertext links to individual Entry Forms and add them to the file by clicking on the link. See the Hypertext section for details.


Inserting Entry Forms

The Insert Entry Form command lets you insert an Entry Form into an existing Document. Entry Forms are usually inserted for one of the following reasons:

Inserting Additional Information in A Form. You can define an Entry Form that inserts at a specific position in an existing Document. This is useful if you have fields that are only occasionally used. For example, in a database of Web sites, you may track URL and site description. You could have an Entry Form for this information, and another Form that is inserted if the site requires a user name and password. The fields for User Name and Password would only be inserted if they were necessary.

Repeating Fields. In some databases, repeating fields can be useful. You can use askSam’s Entry Forms to insert these fields as required. For example, in a contact database, you may want to have fields for "Call Date" and "Call Notes" each time you contact someone. Using an Entry Form you could insert these fields in your Document each time you made a call.


Inserting Entry Forms into the Current Document

1.	Choose DOCUMENT · INSERT ENTRY FORM.

The Insert Entry Form Dialog Box will appear.

2.	Select the Entry Form you wish to insert.

Select the location where you want the Entry Form inserted into the current Document (see Note #1 below).

3.	Choose the OK Button.

The selected Entry Form is inserted into your Document at the position you specified.

NOTES:

1.	Entry Forms can be inserted in the following locations:

~ At the bottom of the current Document

~ At the top of the current Document

~ At the current cursor position

~ At a specific line number

~ In the line before a word or field

~ In the line following a word or field

2.	You can choose these options from the Insert Entry Form menu, or you can define a default location when you set up the Entry Form. See the Entry Forms and Working with Documents sections for details.

3.	To simply entering Data with multiple Entry Forms, you can define shortcut keys to the different Entry Forms.


Adding a Blank Document

To add a Blank Document:

1.	Choose DOCUMENT · ADD OTHER · BLANK

A new blank Document is added to your askSam file, and you can begin entering information.

NOTE:

By default, new Documents are added to the end of the askSam file. You can change the location where new Documents are added by choosing FILE · PROPERTIES · DOCUMENT ADD LOCATION.


Adding a Duplicate Document

If you need to add several documents with similar content use the Add Duplicate command.

To make a Duplicate copy of a Document:

1.	Go to the Document you wish to duplicate.

2.	Choose DOCUMENT · ADD DUPLICATE.

A copy of the current Document is displayed.

3.	Make any changes you require and save the Document.

4.	The new Document will be added to your file.

NOTE:

By default, new Documents are added to the end of the askSam file. You can change the location where new Documents are added by choosing FILE · PROPERTIES · DOCUMENT ADD LOCATION.


Editing Documents

To edit a Document that already exists in your file:

1.	Go to the Document you wish to edit.

To go to a specific Document, either use askSam's Search Commands to retrieve the Document or move to the Document with askSam's View Commands. (The Search Commands are described in Searching Documents with askSam later in this guide. Moving through Documents is described below.)

2.	When a Document is retrieved, it is either in askSam's Word Processor or in Data Entry Mode. If Data Entry Mode is on, the word DATA is displayed in the Status Bar.

3.	Edit your Document.

4.	Choose FILE · SAVE to save your edits (or press CTRL+S).

See also:

Document Properties


Naming Documents

askSam allows you to name Documents. You can Go To named Documents, set Hypertext Links to named Documents, and display the Document names in the Search Results Window.

To Name A Document:

1.	Choose DOCUMENT · PROPERTIES.

The  Properties Dialog Box will appear.

Enter a name for the Document in the Document Name field.

2.	Choose the OK Button.

NOTE: To rename a Document, repeat the process described above and replace the current name with the new name for the Document.

See also:

Document Properties


Accessing and Using Document Properties

This document describes Using Document Properties.  If you are interested in Entry Form Properties or Report Properties click below:

Entry Form Properties

Report Properties

The Document Properties Dialog Box lets you name (or rename) a Document, define settings for a Document, or see statistics for a Document.

To Access The Document Properties Dialog Box:

Choose DOCUMENT · PROPERTIES.

The Document Properties Dialog Box will appear.

The SUMMARY Tab lets you name (or rename) the Document. You can also enter the author’s name, keywords, and notes.

The STATISTICS Tab displays information about the Document such as Size, Number of Lines, Number of Paragraphs, etc.

The SETTINGS Tab lets you define the following Settings for the Document:

Read Only - The Read-Only option lets you set whether or not a Document can be edited. If the Read-Only option is on, you will not be able to modify the Document. This is very useful for Hypertext menus or other Documents that you normally do not want to edit.

Data Entry Mode - Data Entry mode simplifies entering data in fields. You choose to have Data Entry turned ON or OFF for this Document, or you can choose "Use File Setting" which defaults to the Data Entry Mode setting in the FILE · PROPERTIES menu (this is the default setting).

Text Foreground Color - Sets the default foreground color for the text in the Document.

Text Background Color - Sets the default background color for the text in the Document.

Hypertext Link Color - Sets the color for the Hypertext Links in the Document


Transferring Information Using the Clipboard

The Windows Clipboard provides a temporary storage area for information that you want to transfer to another location. You can CUT or COPY information from a Document to the Clipboard, and then transfer that information to:

Another place in the same Document

Another askSam Document

Another askSam File

Another Application

NOTE: The Clipboard also allows you to transfer information (text or graphics) from other applications into an askSam Document.


To Cut or Copy Information to the Clipboard

Select the information you want to Cut or Copy.

Choose EDIT · CUT  (CTRL+X)

or      EDIT · COPY (CTRL+C).

The Selected Text will be transferred to the Clipboard. If you choose:

CUT- the Selected Text is Deleted from the Document when it is transferred to the Clipboard.

COPY- the Selected Text is left in the Document and a copy is transferred to the Clipboard.

NOTES:

1.	Information you cut or copy to the Clipboard remains there until you clear the Clipboard, Cut or Copy another item to the Clipboard, or exit Windows.

2.	The Cut and Copy commands can be accessed from the Mouse Menu. Click the Right Mouse Button in the Work Space to display the Mouse Menu.

3.	The Cut and Copy commands can be accessed from Buttons in the Tool Bar.


Pasting Information

Information stored in the Windows' Clipboard can be easily pasted into one or more askSam Documents. Since the Clipboard is not cleared after an operation, its contents can be pasted into as many Documents as you like.

To Paste Information:

Position the cursor where you wish to insert the information.

Choose EDIT · PASTE (or press CTRL + V).

The information stored in the Clipboard is pasted into the Document.

NOTES:

1.	When you paste text into a Document, the text and its formats (fonts, sizes, colors, etc.) are pasted. If you are interested in pasting the text without any formats, use the Paste Special command and choose the Unformatted Text option. The pasted text will take on the format of the Document where it is pasted.

2.	The Paste Command can be accessed from the Mouse Menu. Click the Right Mouse Button in the Work Space to display the Mouse Menu.

3.	The Paste command can be accessed from the Paste Button in the Tool Bar.


Drag and Drop Editing

Drag and Drop Editing offers you a fast and easy way to edit information using the Mouse.

To Move Text Using Drag and Drop

1.	Select the text you wish to Drag and Drop.

2.	Place the mouse pointer in the Selected Text.

3.	Press down the left mouse button and keep it pressed.

4.	Move the mouse pointer and the blinking Text Bar to the location where you wish to insert the text. The blinking text bar shows you the exact location of where the text will be inserted.

5.	Release the left mouse button and the text will be moved from where you marked it to where you placed it.

6.	The Selected Text will be Deleted from the original location.

NOTE:

Drag and Drop editing is not possible in Data Entry Mode.

To Copy Text Using Drag and Drop

Moving text with Drag and Drop takes it from one location and places it in a second location. It then deletes the text at the original location. If you wish to leave your original text where it is, you can use Drag and Drop to COPY the Selected text by:

1.	Select the text you wish to Drag and Drop.

2.	Place the mouse pointer in the Selected Text.

3.	Press and Hold the CTRL Key.

4.	Press down the left mouse button and keep it pressed.

5.	Move the mouse pointer and the blinking Copy Bar to the location where you wish to insert a copy of the text. The blinking text bar shows you the exact location of where the text will be inserted.

Release the left mouse button and the CTRL Key. The text will be COPIED where you placed the blinking bar and the Selected Text will remain in the original location.


Inserting Date, Time, and Weekday

askSam can insert the TIME, DATE, and WEEKDAY at the current cursor location.  The format of the Date, Time, and Weekday can be changed in the FILE · PROPERTIES menu.

To Insert System Time

Move the cursor to the position where you want to insert the Time.

Choose EDIT · INSERT · TIME  (or press CTRL+T).

askSam will insert the Time at the current cursor position in the Document.

To Insert System Date

Move the cursor to the position where you want to insert the Date.

Choose EDIT · INSERT · DATE  (or press CTRL+D).

askSam will insert the Date at the current cursor position in the Document.

To Insert Weekday

Move the cursor to the position where you want to insert the Weekday.

Choose EDIT · INSERT · WEEKDAY.

askSam will insert the Weekday at the current cursor position in the Document.

NOTE:
You can place the ^D, ^T, and ^W Commands in an Entry Form to automatically insert the Date, Time, and Weekday when adding or importing a Document.


Headers and Footers

Headers and footers are typically used in printed documents. You can create headers and footers that include text or graphics - for example, page numbers, the date, a company logo, the Document's title or file name, - that are usually printed at the top or bottom of each page in a Document. A header is printed in the top margin; a footer is printed in the bottom margin.

Defining a Header or Footer

VIEW · PAGE HEADER or the VIEW · PAGE FOOTER.

The Header or Footer window will open in your Document.

Enter text or graphics in the Header or Footer window. You can also insert any of the following commands:

COMMAND	DESCRIPTION
EDIT · INSERT · DATE	Inserts the current date in the header/footer.
EDIT · INSERT · TIME	Inserts the current time in the header/footer.
EDIT · INSERT · PAGE NUMBER	Inserts the page number in the header/footer.
EDIT · INSERT · NUMBER OF PAGES	Inserts the total number of pages in the header/footer.
To close the Header or Footer window, choose VIEW · PAGE HEADER or the VIEW · PAGE FOOTER.

NOTE: Headers and Footers are output at the beginning and end of the text printed on your page. To leave space between a Header and the first text on your page, insert a blank line (or lines) at the end of your Header. To leave space between a Footer and the last text on your page, precede the text in your Footer with a blank line (or lines). To adjust the distance from the edge of the page to your Header or Footer change the Top and Bottom Margins.


The Zoom Function

You can use the Zoom functions to enlarge or reduce the Document on your screen.

Choose VIEW · ZOOM to access the Zoom Dialog Box.

The Zoom Dialog Box contains various levels of magnification and also allows you to enter a customized magnification level.

To return the screen to its original size choose a magnification level of 100%.


Publishing askSam Documents on the Internet

The information in your askSam files can be published on the Internet using the askSam Web Publisher. The Web Publisher lets users access your askSam databases via the Internet. They can search and browse through the information. See our Web site http://www.askSam.com or contact our sales department (info@askSam.com or 850-584-6590) for details.

askSam also lets you export Documents in HTML format. HTML (Hypertext Markup Language) is the format used in documents on the Internet (World Wide Web). Home pages, product brochures, a variety of publications, and other information are available in HTML format. askSam gives you the ability to create documents and export them in HTML format.

There are no special commands necessary in order to format your Documents for the Internet. Simply enter the information into askSam.


Inserting a Horizontal Ruler

In HTML Documents, the Horizontal Ruler inserts a line in the Document. askSam’s Word Processor allows you to insert a Horizontal Ruler:

Position your cursor in the line where you want to insert the Horizontal Ruler.

Choose FORMAT · HTML HORIZONTAL RULER.

A black line will be inserted on the screen. When the Document is export to HTML or viewed in the askSam Web Publisher, this line will be displayed as a Horizontal Ruler.


Introduction to Attachments

askSam lets you attach files to the Documents in a database. You can attach files when askSam imports, or you can add attachments to any of your existing Documents.

Attachments are stored as part of your askSam database. You can view or export attachments.

 Uses for attachments include:

Importing email messages along with their attachments.

Saving original copies of files you import into askSam (for example Acrobat or Word files).

Placing Videos, graphics, illustrations, or other files in a database.


Adding Attachments to Existing Documents

Go to the document where you want to add the attachment.

1.	Choose DOCUMENT · ATTACHMENTS.

The Attachments Dialog Box will appear.

2.	Choose the ADD Button.

The Add Attachments Dialog Box will appear.

3.	Select the file or files you want to attach and choose the Attach Button.

The selected files are attached to the current askSam Document.

NOTES:

1.	Attached files are compressed to conserve disk space.

2.	askSam searches the text in the askSam documents, but not the contents of attached files.


Importing Documents with Attachments

You can attach files to askSam Documents when you import files into askSam. The chapter on Importing and Exporting has complete details.

1.	Choose DOCUMENT · IMPORT.

2.	The Import Dialog Box will appear.

3.	Select the File Type you wish to import (for example Microsoft Word).

4.	Select the file or files you wish to import.

5.	Set the “Save Attachments” option to YES.

6.	Choose the IMPORT Button to import the files.

The selected files are imported into askSam. A copy of each imported file is attached to the askSam Document into which it is imported.


Viewing Attachments

1.	Go to the Document that contains the attachment you want to view.

2.	Click on the Attachment Button in the horizontal scroll bar.

A list of attachments to the current Document is displayed.

3.	Click on the attachment you want to view.

askSam opens the application associated with the attached file. The attached file is displayed in the application.

NOTES:

1.	Any modifications you make to an attached file are not saved back into askSam.

2.	You can also set a hypertext link to view an attachment. See the description of askSam's Hypertext features for details.


Working with Attachments

The Attachments Dialog Box lets you View, Add, Delete, Rename, and Export attachments.

Go to the Document with your attachments.

Choose DOCUMENT · ATTACHMENTS.

The Attachments Dialog Box will appear.

From the Attachments Dialog Box you can:

BUTTON	ACTION
VIEW	Opens the attached file you select in its original application.
ADD	Displays the Add Attachments dialog. You can select a file or files to attach to the current askSam Document.
REMOVE	Deletes the attached file you’ve selected.
REMOVE ALL	Deletes all files attached to the current askSam Document.
RENAME	Renames the selected attachment.
SAVE AS	Displays the Save As Dialog Box that lets you save the selected attachment in its original format.


Emailing askSam Documents

The Email Documents command lets you send a Document from your askSam database as an email message.  This feature can be very useful if you archive your old email messages in askSam and wish to reply to an archived message.

To Email a Document from askSam:

1.	Go to the Document you wish to Email.

2.	Edit or modify the text in the Document (optional).

3.	When you’re ready to send the Document, choose DOCUMENT · EMAIL DOCUMENT.

The Email Document Dialog Box will appear.

4.	Fill out the From:, To:, CC:, BCC: and Subject: fields.

If the Document you’re sending contains To:, From:, and Subject: fields, this information will automatically be inserted in the Email Document dialog.

5.	Check the “Send email message in HTML format” if you want to have your message sent with formatting. Leave this option unchecked if you want to have your message sent as straight text.

6.


If you have any Attachments to the askSam Document, you can check the “Send Attachments” option to have these sent as attachments to the email message.

7.	Choose the SEND Button to send the message.

NOTES:

1.	In order to email askSam Documents, you need to have Internet access. You also need to setup askSam with your SMTP Mail server information. The SMTP button displays the SMTP Settings dialog. See the chapter on Customization and Tools for details.

2.	If the Document you’re sending contains To:, From:, and Subject: fields, askSam assumes you are replying to a previous email message. The To:, From:, and Subject: fields in the Email Dialog Box are automatically filled out. The names of the sender and recipient are reversed, and RE: is placed in front of the Subject: text.


Document Types

askSam database files are made up of Documents. Each database file may contain an unlimited number of Documents (these Documents correspond to Records in a traditional database). Each of these Documents can be any length – a single page letter or a 5000 page report.

There are 5 different types of Documents in an askSam file:

Data Documents – These are the standard Documents in your database. The Documents where you enter data.

Entry Forms – The Entry Form Documents contain the forms you set up for entering information into your file. askSam permits you to have multiple Entry Forms in a single file.

Reports – The Report Documents contain the reports for your database. You can set up reports to search, sort, list, and display the information in your database.

Mail Merge Documents – askSam lets you merge information from your Data Documents into Mail Merge Documents.

Remembered Lists – askSam lets you remember the results of a query or place random documents into a Remembered List. You can search, browse, edit, print, export, or delete the subset of documents in the Remembered List. You can also run reports on the documents in the Remembered List.

See also:

Entry Forms

Reports

Mail Merge Documents


Switching Document Types

You can switch between the different Document Types by in several ways:

Switching Document Types From the Pull-Down Menus:

1.	Choose VIEW · DOCUMENT TYPE

2.	Select a Document Type.

Switching Document Types From the Scroll Bar Menu:

1.	Choose on the Document Type menu in the horizontal scroll bar.

2.	Select a Document Type.


Formatting Text

Formatting affects how the text appears on the screen and how it prints. askSam lets you define different formats for your texts, and also lets you combine multiple formats into named "Styles". We will first describe the individual formatting options, and then explain how you can combine these formats in Styles.

See also:

Using fonts and font attributes

Changing the font attributes for future text

Changing the Font attributes for existing Text

Changing the Text Attributes

Changing the Font Color

Using the Format Bar to change the font and font attributes

Changing Text Alignment

The Paragraph Command

Indentation

Setting Indents using the Ruler

Spacing

Setting Tabs

Deleting a Tab using the Tab Menu

Setting Tabs using the Ruler Line

Removing a Tab using the Ruler Line


Using Fonts and Font Attributes

The typeface and form of the characters in a text are known as a FONT. Font attributes are formats such as Bold, Italic, and Superscript. As with other Windows applications, the fonts and sizes on the screen are the same as those that will print in your Documents (whenever possible).


To change the Font, Font Size, Font Style, or Color for the next text you type

1.	Choose FORMAT · FONT.

The Font Dialog Box will appear.

2.	Choose the Font, Font Style, Size, Color, any Effects, and then choose OK.

The settings you have selected are active. The next text you enter will appear in the new font.

See also:

Changing the Font attributes for existing Text


To Change the Font, Size, Style, or Color of Existing Text

1.	Select the text you wish to modify.

2.	The Selected Text will be highlighted on the screen.

3.	Choose FORMAT · FONT.

4.	The FONT Dialog Box will appear. From this Dialog Box, you can change:

~ The Font

~ The Font Style (Bold, Italic, Bold Italic)

~ The Font Size

~ The Font Color (foreground and background)

~ The Font Effects (Strikeout and Underline)

5.	Make all the desired changes and the choose OK.

The selected text will change to the Font, Size, and Color you selected.


Changing the Default Font for the Entire File

You can set the default font for a specific file or for any new file that askSam creates.

To change the default font used by a file, choose FORMAT · STYLE and modify the Normal Style. The Normal Style is the default Style used in new askSam files. This setting modifies the default font used by all the Documents contained in the file. It will not, however, affect fonts specified using the Font Dialog Box or the drop-down Font Menu. See the section on Styles for more information.


Changing the Text Attributes

The Text Attributes Menu contains various styles and effects: Bold, Italic, Underline, Strikeout, Superscript, and Subscript. To change the Text Attributes:

1.	Select the text you wish to modify.

2.	Choose FORMAT · TEXT ATTRIBUTES.

3.	The Text Attribute menu containing the font styles and effects will appear. If any font style (Bold, Italic) or Font Effect (underline, superscript) is active at the current cursor position or in the selected text, there will be a check mark next to the appropriate choice. Clicking next to an Attribute toggles it ON or OFF.

4.	Choose an Attribute.

The Selected Text will be modified.

NOTES:

You can choose multiple Attributes by repeating the above procedure.

If no text is selected when you choose the Text Attributes command, the next text you type will be in the Attribute you select.

You can select a Font Style from the Format Bar by clicking on either the Bold, Italic, or Underline Button.

You can select a Text Attribute using the keyboard:

PRESSING	CHANGES FONT STYLE TO
CRTL+B	Bold
CTRL+I	Italics
CTRL+U	Underline
CTRL+SHIFT+K	Strikeout


Changing the Font Color

askSam lets you modify the Foreground and Background Colors of your text.  To change the color of a text:

1.	Select the text you wish to modify.

2.	Choose FORMAT · FOREGROUND COLOR (or BACKGROUND COLOR).

3.	The Color Menu appears allowing you to choose a color for your text.

4.	Choose a color.

The color of the Selected Text will be modified.


Using the Format Bar to Change Font and Font Size

You can also change the Font and Font Size of a text directly from the Format Bar. Using the drop-down Font and Font Size Menus can accomplish this.

1.	Click on the drop-down Font or Font Size Menu on the Format Bar.

2.	Choose a font or font size.

3.	The drop-down menu will close and the chosen font or font size is set.

4.	If a text was Selected, it will now be displayed in the new font or font size.

5.	If no text was Selected, the next text you type will appear in the new font or font size.

NOTE:
Press CTRL+SHIFT+F to access the Drop-Down Font field. You can type in the name (or the first few letters) of the font you want and then press ENTER. Press CTRL+SHIFT+P to access the Drop-Down Font Size field.


Changing Text Alignment

Text can be aligned in the following ways:

~ on the left margin

~ on the right margin

~ centered between the two margins

Changing Alignment

1.	Select the text you wish to modify or place the cursor in the paragraph you wish to modify.

2.	Choose FORMAT · ALIGNMENT.

3.	A menu with the Alignment choices will be displayed.

4.	Choose the Alignment Command you wish to use. (Left, Center or Right)

The selected text or the paragraph containing the cursor will be realigned.

NOTE:

The ALIGNMENT Command can be accessed from the Format Bar. Click on the appropriate Alignment Button:


The Paragraph Command

The Paragraph Command lets you modify formats for a selected text or for the current paragraph. The Paragraph Command contains settings for: Alignment, Indentation, and Spacing (both line spacing and paragraph spacing).

To Modify Paragraph Formatting:

1.	Position the cursor in the paragraph you wish to modify, or select the text you wish to modify.

2.	Choose FORMAT · PARAGRAPH.

The Paragraph Dialog Box will appear.

3.	Set the settings you wish to modify. You can choose from:

~ Alignment

~ Indentation

~ Spacing

4.	Choose OK.

The Paragraph formats are modified in the selected text or the current paragraph.


Indentation

Indents can be set on either the left or right side of the page. You can indent the first line of a paragraph, or you can define a hanging indent that indents all lines but the first line.

EXAMPLES:

First Line Indent

This is an example of a first line indent. The first line of a paragraph is indented. The following lines are not. They move back to the right margin.

Hanging Indent

1.	A hanging indent is often used with a tab to create numbered lists. The first line starts at the left margin, but when the text wraps, it wraps underneath the previous text.

NOTE:
Margins and Indents are similar, but they serve different purposes. Margins are set in the FILE · PAGE SETUP dialog. Margins affect an entire Document, whereas Indents can be set for individual paragraphs. Generally, margins are used when you print on different size paper, stationary, or labels. Indents are used to format documents. You’ll find a description of Margins in the section on Printing.


Setting Indents Using the Ruler

Click and DRAG the Left or Right Indent Marker to a new position.

Moving the top half of the Left Indent Marker sets a First Line Indent. Moving the Bottom half sets a hanging Indent. Moving the rectangle underneath the Left Indent Marker moves the entire left Indent.

The Indent is set for the paragraph containing the cursor or the Selected Text.


Spacing

Standard text is single spaced in the askSam Word Processor. But you can modify the spacing between lines and also define extra spacing before or after a paragraph.

The "Before" and "After" settings define the spacing that is inserted before or after a paragraph.

The Line Spacing setting affects the amount of space between wrapped lines. Line Spacing can be single, 1.5 lines, double, or exactly. "Exactly" lets you enter an exact value.


Setting Tabs

As a default setting, askSam places Tabs every half inch. These default Tab Settings are not displayed in the Ruler or in the Tab Dialog Box. Tab Settings control where the cursor is placed each time the TAB key is pressed (except when you are in Data Entry mode).

You can use either the Ruler or the Tab Menu to set your own Tabs. These settings will override askSam's default settings.

Setting Tabs from the Tab Menu

1.	Choose FORMAT · TABS.

The Tabs Dialog Box will be displayed.

2.	Enter a measurement (in inches)

 This defines the position where the Tab will be set.

Choose the Alignment for the Tab you are setting.

Alignment	Description
Left	Left aligns text on this tab
Center	Centers text on this tab
Right	Right aligns text on this tab
Decimal	Aligns text on the decimal character
Bar	Inserts the | character on this tab
Field	Right aligns fields in Entry Forms. This tab is only meant to be used for setting up fields in Entry Forms.
3.	Select a Leader setting for the Tab you are setting.

Leaders define a character that will fill the space between the cursor position before you press the Tab key, and the position where the Tab is set. A leader can be a dots, hyphens, or the underline character. Leaders are useful in lists for example:

John Smith	800-800-1997

4.	Choose the Set button.

The Tab is inserted in the list.

5.	Repeat steps 2 through 5 for all tabs you wish to set.

6.	Choose the OK Button to accept the tab settings.

The new Tab settings are in effect for the selected text or the line containing the cursor.

EXAMPLES:

NOTE:
When necessary, tab measurements are rounded down to the nearest 1/16"

See also:

Deleting a Tab using the Tab Menu


Deleting a Tab Using the Tab Menu

1.	Choose FORMAT · TABS.

The Tabs Dialog Box will be displayed.

2.	To delete a specific Tab, highlight the measurement for this tab in the Tab Stop Position List and then choose the CLEAR Button. Repeat this for any other tabs you want to delete.

3.	To delete all the Tabs, choose the CLEAR ALL Button.

4.	Choose OK.

The Tabs are removed in the selected text or in the line containing the cursor.


Setting Tabs Using the Ruler

When the Ruler is displayed, you can easily modify Tab Setting using your mouse.

Use the mouse to click on the Ruler where you want to set a Tab.

A Tab character will appear in the Ruler, and a Tab is set where you clicked.

Click again to set any other Tabs or click and DRAG any Tab whose position you wish to modify.  The new Tab Settings are in effect for the Selected text or the line containing the cursor.

If you want a Centered, Decimal, Bar, Field or Right Justified Tab, click on the Tab character to the right of the ruler until the appropriate Tab type appears. Then click on the Ruler to insert that type of Tab.

Ruler                                  Tab Type

Left align tab

Center Tab

Right Align Tab

Decimal Tab

Insert the | character on this Tab.

Right aligns fields for Entry Forms. This Tab is only used for setting up fields in Entry Forms.


Deleting Tabs Using the Ruler Line

Click and Drag the Tab you wish to delete from the Ruler to the Work Space.

The tab will be deleted.


What is a Style
What is a Style?

A Style is a set of formats that you can apply to text to quickly change its appearance. When you apply a Style, you apply a whole group of formats in one simple task. For example, you may want to format a title to make it stand out. Instead of taking three separate steps to format your title as 18 pt, Arial, and center-aligned, you can achieve the same result in one step by applying a Title Style.

When you format using Styles, it is easy to change the formatting throughout an entire database by simply changing the Style. Whatever formatting changes you make to a Style are reflected in all the Documents that contain text formatted with this Style. For this reason we recommend setting up Entry Forms using Styles for fields and data.

When you create a new file in askSam, the file is based on the Normal template, and if you start typing text, the text uses the Normal Style. This means that when you start typing, askSam uses the font, font size, line spacing, text alignment, and other formats currently defined for the Normal Style. The Normal Style is the base Style for the Normal template, meaning that it’s a building block for other Styles in the template.

There are a number of other Styles besides Normal available in the Normal template. These are listed in the Style list on the Formatting toolbar. You can modify, create, delete, and preview Styles by choosing FORMAT · STYLE.

See also:

Paragraph and Character Styles

Creating a Style

Modifying an Existing Style

Deleting a Style

Required Styles

Applying a Style


Paragraph and Character Styles

A Paragraph Style controls all aspects of a paragraph's appearance, such as text alignment, tab stops, and line spacing, and can include character formatting. If you want a paragraph to have a particular combination of attributes that aren’t in an existing style (for example, a bold, italic, center-aligned heading in the Arial Narrow font), you can create a new Paragraph Style.

A Character Style affects selected text within a paragraph, such as the font and size of text, and bold and italic formats. Characters within a paragraph can have their own Style even if a Paragraph Style is applied to the paragraph as a whole. If you want to give certain types of words or phrases the same kind of formatting, and the formatting isn’t in an existing Style, you can create a new Character Style.

See also:

Creating a Style

Modifying an Existing Style

Deleting a Style

Required Styles

Applying a Style


Creating a Style

1.	Choose FORMAT · STYLE.

The Style Dialog Box will appear.

2.	Choose the NEW button.

The New Style Dialog Box will appear.

Create your new Style by setting the following options:

OPTION	DESCRIPTION
Name	Enter a name for the Style
Style	Select whether you want a Paragraph Style of a Character Style.
Based On	Base your Style on the formatting used in an existing Style.
Style for following Paragraph	Sets the Style that will be used for the following paragraph.
Set the formats for your new Style by choosing the Font button, the Paragraph button, or the Tabs button.

NOTE:
The Paragraph button and Tabs button are only available for Paragraph Styles.
Choose OK after you’ve set the formats. You return to the Style Dialog Box. The new Style will be displayed in the Styles list.

NOTE:
When you create a new Style, the Style is available for all Documents in the current askSam file.

See also:

Modifying an Existing Style

Deleting a Style

Required Styles

Applying a Style


Modifying an Existing Style

1.	Choose FORMAT · STYLE.

The Style Dialog Box will appear.

2.	Select the Style you wish to modify.

The Modify Style Dialog Box will appear.

Modify the Style by setting the following options:

OPTION	DESCRIPTION
Based On	Base the Style on the formatting used in another existing Style.
Style for following Paragraph	Sets the Style that will be used for the following paragraph.
Font button	Sets font, font style font size, and color for the Style.
Paragraph button	Sets the alignment, indents, and spacing for the Style (only available for Paragraph Styles).
Tabs button	Sets the tab settings for the Style (only available for Paragraph Styles).
3.	Choose OK after you’ve made your modifications.

You return to the Style Dialog Box. The modifications you made to the Style will be reflected in any text where the Style was applied - in each of the Documents in your askSam File.


Deleting a Style

1.	Choose FORMAT · STYLE.

2.	The Style Dialog Box will appear.

3.	Choose the Style you want to delete.

4.	Choose the Delete button.

NOTE:
There are certain Styles that askSam requires. These Styles cannot be deleted. See below for details.


Required Styles

There are certain Styles that askSam requires. These Styles cannot be deleted.

STYLE NAME	USED FOR…
Normal	The default Style used when you enter text.
AS 3 File Font	Used when converting an askSam file from a previous version.
Default Paragraph Font	Clears formats from a selected text and sets the text back to the paragraph default font.
Field	Use this Style to format the field names in your Entry Forms.
Field Data - Default	The default Style for fielded data in an Entry Form
Field Data - Primary	Use this Style to format the primary data in Entry Forms.
Field Data - Secondary	Use this Style to format secondary data in Entry Forms.
Hypertext Link	Defines the format for Hypertext links.
Search Results	Defines the format for the text in the Search Results window.


Applying a Style

Select the text you want to format with a Style.

To apply a Paragraph Style, click the paragraph or select the group of paragraphs you want to change.

To apply a character style, click the word or select the words you want to change.

1.	Choose FORMAT · STYLE.

The Style Dialog Box will appear.

2.	Choose the Style you want to apply.

A paragraph mark appears to the left of each Paragraph Style. A bold, underlined letter "a" appears to the left of Character Styles.

3.	Choose the Apply button.

NOTE:
To quickly apply a Style, select a Paragraph or Character Style in the Style pull-down menu on the Formatting toolbar. You can select the Style Pull-Down menu by clicking on it with the mouse, or press CTRL+SHIFT+S.


Moving through your Documents

You can move through a file Document-by-Document, or you can move directly to a specific Document.

With Menu Commands:

VIEW · NEXT – moves to the next Document in the file.

VIEW · PREVIOUS – moves to the previous Document in the file.

VIEW · FIRST – moves to the first Document in the file.

VIEW · LAST – moves to the last Document in the file.

With the Keyboard:

ALT+PgDn views the NEXT Document.

ALT+PgUp views the PREVIOUS Document.

ALT+Home views the FIRST Document.

ALT+End views the LAST Document.

With the Horizontal Scroll Bar:

	Moves to the FIRST Document.
	Moves to the PREVIOUS Document.
	Moves to the NEXT Document.
	Moves to the LAST Document.
NOTE: If you prefer, you can add these buttons to the Toolbar. See the chapter on Customization, Options, and Tools for details.

See also:

Moving with the Go To Command

Moving with the History Command

Moving Within a Single Document


Moving with the Go To Command

The Go To Command lets you jump to a specific Document, Bookmark, or line.

Choose VIEW · GO TO.

The Go To Document Dialog Box will appear.

Select from the following options:

Bookmark - Goes to a Bookmark name that you select.

Document Name - Goes to the Document with the name you select.

Document Number - Goes to the Document number that you enter. The Status Bar shows the current Document number (for example 32 of 2000).

Entry Form - Goes to the Entry Form you select.

Line Number - Jumps in the current Document to the line number that you specify.

Mail Merge - Goes to the Mail Merge Document you select.

Page Number - Goes to the specified Page Number in the current Document.

Report - Goes to the Report you select.

Choose the GO TO Button.


Moving with the History Command

When you search and navigate through Documents and files, there are times when you will want to return to a previous Document. The History functions were designed for this purpose. The History List of the previous Documents you’ve accessed in askSam. The Back and Forward commands let you move back and forth between previous Documents (similar to the Back and Forward functions in a Web browser).

To List the Previously Displayed Documents (History):

Choose VIEW · HISTORY · LIST

The History Dialog Box will appear. This dialog contains a list of the Documents you've visited during this session with askSam.

Select the Document you wish to view and choose OK.

You will return to the Document you selected.

To Return to the Previous Document (Back):

Choose VIEW · HISTORY · BACK (or press ALT+Left Arrow)

You will return the previous Document. If you choose the Back command multiple times, you will continue to return to the previous Documents you visited.

To Move to the Next Document (Next:

If you’ve moved Back in the History List, the Next function will take you to the next Document.

Choose VIEW · HISTORY · NEXT (or press ALT+Right Arrow)

You will move to the next Document.


Moving Around Within a Single Document

You can use either the mouse or the keyboard to move around in a Document.

Moving with a Mouse
With the mouse you can use the Vertical and Horizontal Scroll Bars to scroll through the Document. These Scroll Bars function the same as those found in other Windows' applications. To reposition the cursor in a screen, move to the desired position and click the Left Mouse Button.

Moving with the Keyboard
Since inputting information is a keyboard intensive task, askSam includes a number of Key Combinations for moving quickly around a Document. These Key Combinations include:

LEFT ARROW - Previous Character
RIGHT ARROW - Next Character
UP ARROW - Previous Line
DOWN ARROW - Next Line
HOME - Beginning of the Current Line
END - End of the Current Line
PAGE UP - Previous Screen
PAGE DOWN - Next Screen
CTRL+LEFT ARROW - Previous Word
CTRL + RIGHT ARROW - Next Word
CTRL + HOME - Beginning of Document
CTRL + END - End of Document
CTRL + PgUp - Scrolls Screen Left
CTRL + PgDn - Scrolls Screen Right
CTRL + UP ARROW - Scrolls Screen Up
CTRL + DOWN ARROW - Scrolls Screen Down


Deleting Documents

When the information contained in a Document is no longer needed, askSam provides a simple way to remove the entire Document from your file.  Just manually deleting all the information within a Document WILL NOT delete the actual Document.  A blank Document will still remain in the file.

See also:

Deleting Documents with the Delete Command

Deleting Documents from the Search Results

Deleting Multiple Documents

Deleting Duplicate Documents


Deleting a Document with the Delete Command

1.	Go to the Document you wish to Delete.

To go to a specific Document, either use askSam's Search Commands to retrieve the Document or move to the Document with askSam's View Commands.

NOTE: The Search commands are described in the Searching section of the help.

2.	Choose DOCUMENT · DELETE.

A message will appear asking you to confirm your decision.

3.	Choose the YES Button.

The Document is deleted and removed from the screen.

NOTE:

Deleted Documents will remain part of your file until you Choose FILE · PACK. This means: It is possible to UNDELETE a Document prior to executing the PACK Command. Deleted Documents occupy extra space and slow down your searches. Files should be PACKED on a regular basis.


Deleting Documents from the Search Results Window

When you search in askSam, the Documents retrieved by the search are displayed in the Search Results Window. As you scroll through the Documents listed in the Search Results Window, you can delete any Document by pressing the DEL Key.

Enter a Search. The Search Results Window is opened, and the Documents retrieved by the Search Request are listed.

NOTE:
The Search commands are described in Searching.

1.	Select the Document or Documents you wish to delete.

2.	Press the DEL Key on the keyboard.

A message will appear asking you to confirm your decision.

3.	Choose the YES Button.

The Document or Documents are marked as deleted. You’ll notice a Delete icon is placed next to the deleted Documents.

You can Undelete any of the deleted Documents by selecting them and pressing the INS Key. If you reenter your Search Request, the deleted Documents will no longer be listed in the Search Results.

NOTE:

Deleted Documents will remain part of your file until you Choose FILE · PACK. This means: It is possible to UNDELETE a Document prior to executing the PACK Command. Deleted Documents occupy extra space and slow down your searches. Files should be PACKED on a regular basis.


Deleting Multiple Documents

At times it is necessary to delete multiple Documents, for example deleting all Documents with the word "OK" in the DONE field.

To Delete Multiple Documents:

1.	Choose DOCUMENT · DELETE OTHER · DELETE SELECTION.

The Search Dialog Box will appear.

2.	Enter your request.

Use any combination of askSam's search functions to enter a request to find the Documents you want deleted. (See the description of the Search Dialog Box for details.)

3.	Choose OK.

A message will appear asking you if you really wish to delete the Documents.

4.	Choose YES.

The Documents will be deleted.

NOTE:
Deleted Documents remain part of your file until you choose FILE · PACK. It is possible to undelete them until the file is packed.


Deleting Duplicate Documents

To List Duplicate Documents in the Search Results Window:

1.	Choose DOCUMENT · DELETE OTHER · DELETE DUPLICATES

The Delete Duplicate Documents Dialog Box will appear.

2.	Choose the Select Fields button.

A Dialog Box will appear in which you define the field or fields that should not contain duplicate information in any two documents (for example: the Email field, or Name and Telephone fields, or the Title and Author fields).

3.	Select the fields that should not contain duplicate information and choose the Add button after selecting each field. After you've selected all the required fields, choose OK.

4.	You return to the Delete Duplicate Documents dialog box.

5.	In order to list all duplicates (rather than automatically deleting them), make sure the "View Duplicates before deleting" option is checked.

6.	Choose the Duplicates Button.

7.	askSam searches the file for duplicates and those duplicates are listed in the Search Results Window.

8.	You can look at the duplicate Documents and delete those you wish to discard by choosing DOCUMENT · DELETE or pressing DEL in the Search Results Window.

NOTES:

1.	If the option "Match case on duplicate fields" is checked, askSam will only consider Documents as duplicates if the upper and lower case characters in a field are identical. For example, the fields:

Company[ askSam

And

Company[ askSam

would not be considered duplicates if  the "Match case on duplicate fields" option is checked. By default, this option is not checked.

2.	Deleted Documents will remain part of your file until you Choose FILE · PACK. This means: It is possible to UNDELETE a Document prior to executing the PACK Command. Deleted Documents occupy extra space and slow down your searches. Files should be PACKED on a regular basis.

To Automatically Delete Duplicate Documents:

1.	Choose DOCUMENT · DELETE OTHER · DELETE DUPLICATES

The Delete Duplicate Documents Dialog Box will appear.

2.	Choose the Select Fields button.

A Dialog Box will appear in which you define the field or fields that should not contain duplicate information in any two documents (for example: the Email field, or Name and Telephone fields, or the Title and Author fields).

3.	Select the fields that should not contain duplicate information and choose the Add button after selecting each field. After you've selected all the required fields, choose OK.

4.	You return to the Delete Duplicate Documents dialog box.

5.	In order to automatically delete all duplicates (rather than list them), make sure the "View Duplicates before deleting" option is NOT checked.

6.	Choose the Duplicates Button.

A message asks if you really want to delete all the duplicate Documents.

7.	Choose YES.

askSam searches the file for duplicates and automatically removes them.

NOTES:

1.	If the option "Match case on duplicate fields" is checked, askSam will only consider Documents as duplicates if the upper and lower case characters in a field are identical. For example: the fields:

Company[ askSam

and

Company[ askSam

would not be considered duplicates if  the "Match case on duplicate fields" option is checked. By default, this option is not checked.

2.	Deleted Documents will remain part of your file until you Choose FILE · PACK. This means:

3.	It is possible to UNDELETE a Document prior to executing the PACK Command. Deleted Documents occupy extra space and slow down your searches. Files should be PACKED on a regular basis.


Undeleting Documetns
Undeleting Documents

This document describes how to undelete documents.  If you are interested in undeleting Entry Forms or Reports click below:

Undeleting Entry Forms

Undeleting Reports

If you accidentally delete a document, askSam lets you recover this document using the UNDELETE command. You can only undelete a document if you have not packed the file since the document was deleted.

To Undelete A Document:

Choose DOCUMENT · VIEW DELETED DOCUMENTS.

1.	The first deleted Document will appear and all other deleted Documents are listed in the Search Results Window.

2.	Select the Document you wish to undelete in the Search Results Windows.

Choose DOCUMENT · UNDELETE or press the INS Key.

The Document will be undeleted.

You can repeat this procedure until all the desired Documents are Undeleted.

NOTES:

1.	In the Search Results Window you can select multiple Documents and press the INS key to undelete all of the selected Documents.

2.	The PACK Command deletes Documents permanently. Once a file has been PACKED, it is not possible to UNDELETE Documents. It is import to pack your files on a regular basis.


Pagination

askSam can set page breaks automatically, or you can manually define page breaks within a Document.

See also:

Automatically Paginating a Document

Manually Inserting a Page Break

Removing a Manually Inserted Page Break


Automatically Paginating a Document

Choose TOOLS · OPTIONS and turn on Background Repagination.

askSam goes through your Document and divides it into pages. Page Breaks are represented in your Document by a dotted line across the screen.

This is a global setting. It will affect all Documents in all of your askSam files.

If you wish to change the placement of an automatic Page Break, insert a Manual Page Break before the automatic Page Break. The rest of the Document will automatically repaginate.


Manually Inserting a Page Break

Position the cursor in the line where you want the Page Break to occur.

Choose FORMAT · PAGE BREAK.

A dotted and dashed line will appear in the Document to show where the Page Break has been inserted.

See also:

Removing a Manually Inserted Page Break


Removing a Manually Inserted Page Break

Position the cursor in the line containing the Page Break

Choose FORMAT · PAGE BREAK.

The line representing the Page Break will be removed.

NOTE: The Page Break command cannot be used to remove Automatic Page Breaks. Automatic Page Breaks can only be changed by inserting manual Page Breaks.


Using Graphics in askSam

askSam cannot create graphics, but it does allow you to insert graphics into askSam documents. There are three ways to insert a graphic:

Pasting it from the Clipboard

Inserting it with the Insert Picture command

Using OLE (Object Linking and Embedding 2.0)

See also:

Pasting Graphics in askSam

Inserting Graphics in askSam

Editing Graphics in asksam

Resizing a Graphic in askSam

Deleting a Graphic in askSam


Pasting Graphics in askSam

Since askSam does not create graphics, you must copy your graphics from another program to the Windows Clipboard and then paste them into askSam. You can paste these graphics directly into Documents or Entry Forms.

To Paste a Graphic into askSam:

1.	Go to the application containing the graphic you want to copy into askSam.

2.	Select the graphic.

3.	Choose EDIT · COPY in the application.

4.	Go to askSam.

NOTES:

1.	Provided you have enough memory, Windows allows you to have multiple applications open in separate windows. You can then switch through open applications by pressing ALT+TAB.

Position the cursor in the askSam Document or Entry Form where you want the graphic inserted.

Choose EDIT · PASTE (or press CTRL+V) and the graphic will be inserted at the cursor position.

2.	By default, graphics pasted via the Clipboard are inserted in askSam as OLE objects. To insert a graphic in another format, choose EDIT · PASTE SPECIAL and select the format you want for the graphic.

See also:

To Cut or Copy Information using the ClipBoard

Pasting Information


Inserting Graphics into askSam

The EDIT · INSERT · PICTURE command inserts a graphic in an askSam Document or Entry Form. The INSERT PICTURE command imports graphics from a variety of formats.

To Insert a Graphic:

Place the cursor where you want to insert the graphic.

1.	Choose EDIT · INSERT · PICTURE.

The Insert Picture dialog box will appear.

2.	Select the graphic file you want to insert and choose OK.

The graphic is inserted in your document.

See also:

Deleting a Graphic in askSam


Editing Graphics in askSam

After you insert a graphic, there are several ways to modify the image.

To Edit a Graphic:

1.	Click on the graphic you wish to edit.

The graphic will be selected. Handles appear around the graphic.

2.	Choose FORMAT · PICTURE.

A menu will appear with the following commands:

COMMAND	FUNCTION
Flip Horizontal	Flips the selected graphic horizontally.
Flip Vertical	Flips the selected graphic vertically.
Rotate	Rotates the selected graphic 90, 180, or 270 degrees.
Invert	Inverts the colors in the graphic (normally used with black and white images).
Adjust	Adjusts the brightness, contrast, and sharpness of the graphic.
3.	Choose the desired command and your graphic is modified.

NOTE:
The FORMAT · PICTURE command will not work on OLE objects.


Resizing a Graphic in askSam

You can change the size of a graphic inserted in askSam.

To resize a Graphic:

1.	Go to the Document or Entry Form containing the graphic.

2.	Click on the graphic with the mouse.

Handles will appear around the graphic.

3.	Click and Drag any of the handles to resize the graphic.

NOTE:
To remove the handles from your graphics, click the mouse in the Work Space.


Deleting a Graphic in askSam

To delete a Graphic:

1.	Go to the Document or Entry Form containing the graphic.

2.	Use the cursor keys or the mouse to select the graphic.

3.	Choose EDIT · DELETE (or press DEL).

4.	The graphic will be deleted.

NOTES:

1.	Graphics can also be deleted by using the DEL or BSP Keys.

2.	Graphics are pasted into your askSam file as embedded OLE Objects.

3.	Using EDIT · PASTE SPECIAL, you can choose to paste a graphic as an OLE Object or as a Bitmap graphic (.BMP).

4.	Graphics and OLE objects are automatically stored in a compressed format.


Optimizing Graphic Size Using JPEG Format

When you insert a graphic into askSam, the graphic is stored in a format that provides maximum information about the image. This is not the most efficient way to store images, and the size of the graphic in the askSam database is often greater than the original size of the graphic.  This is not a concern if your database contains only a couple of images, but if you are working with hundreds or thousands of images, the extra size can be significant.

In the FILE · PROPERTIES menu, the setting “JPEG Options” lets you decrease the size of the graphics you store in askSam.

Turning on the setting “Save all graphics in JPEG format” will decrease your file size (after you pack the file).

You can further reduce the file size, by reducing the “JPEG format quality” setting from 100% to 85% - 95%.  But please be careful when you modify this setting, it will decrease the quality of your graphics, and there is no way to “undo” these changes. We recommend making a copy of your original file and then gradually decreasing the JPEG quality until you find a level that best meets your needs. Once you’ve determined this level, make the modification in your original file.


What is OLE?

OLE is made up of two components: Object Linking and Object Embedding. Both allow you to insert objects into an askSam Document, but they do it in different ways.

When you LINK an object, the object is stored in the application where it was created. askSam creates a link to this object. Any change made to the object in the source file is reflected in the object displayed in askSam. This is an excellent way to link data from a spreadsheet. It ensures that you always retrieve up-to-date figures in your askSam Document.

When an object is EMBEDDED, the object is actually stored in your askSam Document. To edit this object, you can double click on it in askSam and start the associated application.

Various applications handle OLE in different ways. Some applications act as "OLE Servers", providing objects to other applications. Other applications act as "OLE Clients" storing the objects from the Servers. Some applications are both OLE Servers and Clients. askSam is an OLE Client allowing you to include objects from other applications in your Documents.

See also:

What you can do with OLE

Object Linking and Embedding

Inserting a Linked Object

Editing a Linked Object

Defining the Update Settings for Links

Manually Updating a Link

Breaking a Link

Reconnecting a Link

Deleting an Object and Link

Embedding a New Object

Embedding an Existing Object

Editing an Embedded Object


What can you do with OLE?

askSam and OLE are an exciting combination. OLE allows askSam to "borrow" capabilities from other Windows programs, these include such things as: playing video and sound or displaying spreadsheet information and graphics.  askSam’s full text search and flexible database functions make it an ideal program for managing various types of information. Imagine askSam databases on-line, providing pricing information, up-to-date sales figures, graphic images of the products, virtually anything.

The various types of Objects display differently. Sound and Text Objects are often displayed as icons in your askSam Documents. Once you have inserted Objects into an askSam Document or into an Entry Form, double clicking on the icon plays back the message or displays the text that it represents.


Object Linking and Embedding

Object Linking and Embedding (OLE) allows you to insert objects from other applications into your database. Graphics, pictures, sounds, video clips, or worksheets can be inserted into your information and retain their connection to the application in which they were created.


Inserting a Linked Object

To link an object to an askSam Document:

1.	Start the Server Application and create or open the Object you wish to insert into askSam.

Use the mouse or the cursor keys to select the object in the Server Application.

2.	Choose EDIT · COPY in the Server Application.

The selected Object will be copied to the Windows Clipboard.

3.	Switch from the Server Application to askSam (by pressing ALT+TAB).

4.	Display the askSam Document or Entry Form into which you want to link the object. Click on the position where the Object is to be inserted.

5.	Choose EDIT · PASTE SPECIAL.

The Paste Special Dialog Box appears.

6.	Choose the Paste Link option and choose OK.

7.	The Object will be inserted.


Editing a Linked Object

To edit a Linked Object:

1.	Go to the askSam Document or Entry Form containing the object.

2.	Select the Object you want to edit and choose EDIT · LINKED xxxx OBJECT · EDIT. (xxxx represents the name of the Server Application.)

3.	With a mouse, you can double click on the Object.

4.	Modify the object using the features of the Server Application.

5.	Choose FILE · SAVE in the Server Application.

6.	Choose FILE · EXIT in the Server Application.

7.	You will be returned to your askSam Document.


Defining The Update Setting For Links

Through OLE you can define whether a Link should be updated manually or automatically.

1.	Go to the askSam Document or Entry Form containing the linked Object.

2.	Choose EDIT · LINKS.

The LINKS Dialog Box will appear.

If you have multiple links in a Document, they are all listed in the Links Dialog Box. Select the link you wish to modify.

NOTE:
You can modify several links at once by using SHIFT+Click to select multiple links.

1.	Choose Automatic or Manual.

2.	AUTOMATIC - automatically updates the Object to display any changes made in the Server Application.

3.	MANUAL - requires you to manually request that your Object be updated.

4.	Choose OK.


Manually Updating a Link

1.	Go to the askSam Document or Entry Form containing the linked Object.

2.	Choose EDIT → LINKS.

3.	The LINKS Dialog Box will appear.

4.	Choose the link you wish to update.

NOTE:
You can modify several links at once by using SHIFT+Click to select multiple links.

1.	Choose the Update Now Button.

2.	Choose OK.

3.	The Object in your Document or Entry Form will be updated.


Breaking a Link

To break the link between an Object in the Server Application and an Object in askSam:

1.	Go to the askSam Document or Entry Form containing the Object.

2.	Choose EDIT · LINKS.

3.	The LINKS Dialog Box will appear.

4.	Choose the Link you wish to break.

NOTE:
You can modify several Links at once by using SHIFT+Click to select multiple links.

1.	Choose the Break Link button.

2.	Choose OK.

3.	The Object will remain in your Document, but the link to the Server Application is canceled.

See also:

Reconnecting a Link

Deleting an Object and Link


Reconnecting a Link

A link can be broken if the source file in the Server Application is moved to another location or renamed. If this occurs, askSam will not be able to update the object. To reconnect the link:

1.	Go to the askSam Document or Entry Form containing the Object.

2.	Choose EDIT · LINKS.

3.	The LINKS Dialog Box will appear.

4.	Choose the link you wish to reconnect.

NOTE:
You can modify several links at once by using SHIFT+Click to select multiple links.

1.	Choose the Change Source button.

The Change Source Dialog Box will appear.

2.	Select the file name to which the object should link.

3.	Choose OK.

4.	You will return to the Links Dialog Box.

5.	Choose Update Now.

The Link will be reestablished with the Server Application.


Deleting an Object and Link

When you delete a link, both the Object and its link are deleted from the askSam Document or Entry Form. This differs from breaking a link because with delete the Object is removed along with the link.

To delete a link and its Object:

1.	Go to the askSam Document or Entry Form containing the Object.

2.	Use the mouse or cursor keys to select the Object you wish to Delete.

3.	Press the DEL key.

The Object and Link will be deleted from the Document or Entry Form.


Embedding a New Object

You can also embed Objects in askSam Documents or Entry Forms that you plan to create in the Server Application.

To embed a new Object:

1.	Go to the askSam Document or Entry Form in which you want to Embed the Object.

2.	Click on the position where you want to insert the Object.

3.	Choose EDIT · INSERT NEW OBJECT.

The Insert Object Dialog Box will appear with a list of the OLE Servers installed on your computer.

4.	Select the type of Object you want to create and choose OK.

The Server Application will open. Create the Object using the features of the Server Application. Press the ESC key to return to askSam. The new Object will be inserted in your askSam Document or Entry Form.

See also:

Embedding an Existing Object

Editing an Embedded Object


Embedding an Existing Object

To Embed an Object that already exists:

1.	Start the Server Application and open the Object you wish to insert into askSam.

2.	Use the mouse or the cursor keys to select the Object in the Server Application.

3.	Choose EDIT · COPY in the Server Application.

4.	The selected Object will be copied to the Windows Clipboard.

5.	Switch from the Server Application to askSam.

6.	Display the askSam Document or Entry Form in which you want to embed the Object.  Click on the position where you want the Object to be embedded.

7.	Choose EDIT · PASTE SPECIAL and the Paste Special Dialog Box will appear.

8.	Select the paste option that allows you to edit the pasted Object in its source application

9.	Choose OK.

10.	The Object will be embedded into the Document or Entry Form.

NOTE:
You can choose PASTE instead of PASTE SPECIAL to embedded an Object


Editing an Embedded Object

To edit an Object that has been Embedded in your askSam Document or Entry Form:

1.	Go to the askSam Document or Entry Form containing the Object you wish to edit.

2.	Select the Object you want to edit and choose EDIT · xxxx OBJECT · EDIT. (xxxx represents the name of the Server Application.)

3.	With a mouse, you can double click on the Object.

4.	Use the features of the Server Application to edit your Object.

5.	Press the ESC key to return to askSam.

You will return to the askSam Document, and the Object will be updated.


Using Data Entry Mode

Data Entry Mode is designed to simplify the entry of structured data. Data Entry Mode is only useful when activated in conjunction with an Entry Form. When Data Entry Mode is on, the word DATA appears in the Status Bar.

In Data Entry Mode…

You can only enter data in the area between the opening and closing brackets.

Example:

In this example, you would only be permitted to type after the opening brackets.

You cannot edit field names or change the length of a single-line Field.

If no closing bracket marks the end of a field, text added to this field will not wrap to the next line. It will stop at the right margin.

Define a multi-line field by placing a closing bracket at least one line beneath the field name. Text automatically wraps in a multi-line field, and the field expands as you enter information. Pressing ENTER in a multi-line field inserts a blank line.

If a field name is selected, you cannot Cut or Delete selected text.

You cannot Drag and Drop text in Data Entry Mode.

See also:

How to turn Data Entry Mode on

Moving the Cursor in Data Entry Mode

Special Character - Hard Space

Deleting Text

The Undelete Command


How to turn Data Entry Mode on

Data Entry Mode is useful when you are entering data in fields. There are three ways to set Data Entry Mode:

When you save an Entry Form that contains fields, askSam will display a message asking if you wish to turn on Data Entry Mode for the file. If you choose the YES Button, Data Entry Mode will be turned on for the file.

You can also set the file default setting for Data Entry Mode by choosing FILE · PROPERTIES · DATA ENTRY MODE.

You can also set Data Entry Mode for an individual Entry Form. To do this, go to the Entry Form and choose ENTRY FORM · PROPERTIES. Select the Settings Tab, and choose the Data Entry Mode option.

When entering information in a Document, choose DOCUMENT · DATA ENTRY (or press CTRL+E) to toggle Data Entry Mode on or off. When you toggle Data Entry this way, the setting is only valid while you are working in the current Document. Once you move to another Document, askSam switches back to the default Data Entry setting defined in the FILE · PROPERTIES menu.

NOTES:

1.	In certain cases, you may want to switch to and from Data Entry Mode. For example, if you need to modify the length of a field, delete a field, or add a field, you can switch off Data Entry Mode, add or delete the required information, and then switch Data Entry Mode back on again.

2.	You can quickly toggle the Data Entry Mode on and off using a Shortcut Key. Pressing CTRL+E toggles Data Entry Mode on/off.

3.	If your cursor is not in the first field and does not move between fields when you press ENTER or TAB, check the following:

Is Data Entry Mode on? If it is, the word DATA will appear on the right side of the status bar at the bottom of the screen. To turn on Data Entry Mode choose DOCUMENT · DATA ENTRY or set the file default setting by choosing FILE · PROPERTIES · DATA ENTRY MODE.

Is your Field Character properly set? askSam assumes that fields end with an opening bracket (Name[, Date[, etc.). The Field Character setting in FILE · PROPERTIES lets you modify this setting.

Edit your Entry Form and make sure that at least one space follows each field.


Moving the Cursor in Data Entry Mode

Using the keyboard, you can easily move your cursor.

•	Pressing TAB moves you to the next field.

•	Pressing ENTER moves you to the next field or inserts a line in a multi-line field.

•	Pressing SHIFT+TAB or UP ARROW moves the cursor to the previous field.

•	The HOME key moves the cursor to the beginning of a field or to the beginning of a line in a multi-line field.

•	The END key moves the cursor to the last character of a field or to the end of a line in a multi-line field.

NOTE:
You can use another character as the Field Character (instead of the open bracket - [ ). Select FILE->PROPERTIES->FIELD CHARACTER and enter the new Field Character.


Special Character - Hard Space

askSam wraps words when it finds the space character. There are times, however, when you may not want a phrase separated by a space to wrap (for example "52nd  St."). If you do not want a phrase to wrap at a space, insert a "hard" space by pressing CTRL+SPACE.


Deleting Text

If you make a mistake while typing, you can easily delete it.

PRESS	TO ...
DEL	Delete the character to the right of the cursor or to Delete the Selected text.
BACKSPACE	Delete the character to the left of the cursor or the Selected text.
ANY KEY	Delete the Selected text.


The Undelete Command

If you accidentally select and delete a block of text, the UNDELETE command will return that text to its position in the Document.

To Recall a Deleted Block of Text:

Choose EDIT · UNDELETE

The deleted text is returned to its position in the Document.

NOTES:

1.	If you close a file or move to another Document within the file, you will not be able to recall any deleted text.

2.	askSam remembers one Deletion per file. When multiple files are open, each file will have its own UNDELETE.

3.	The Deleted Text is returned to the position from which it was deleted. If you have added text above where the text was deleted, it may not be returned to the proper position.

4.	UNDELETE does not recall texts that have been deleted by repeatedly pressing the DEL or BACKSPACE keys. Only texts that have been selected and then deleted can be recalled.


Word Processing Mode

askSam offers you powerful Word Processing capabilities. The basics of askSam's Word Processor function similarly to other Windows Word Processors and Text Editors.

NOTE: When you enter or edit text you are in either the Word Processing or Data Entry Mode. If you are in Data Entry Mode certain editing functions behave differently.


Typing Text

To type texts into a Document, make sure that the text cursor is in the Document and start typing.  The text you type will be inserted at the cursor. When you reach the end of a line, the text will automatically wrap to the next line. To start a new paragraph, press ENTER. If you want to leave a blank line between paragraphs, press ENTER twice at the end of each paragraph.

You can type text in either Insert or Overwrite mode.

Insert Mode - inserts the text you type at the cursor position. Any text to the right is moved to the right.

Overwrite Mode - writes over any text to the right of the cursor when you type. When Overwrite mode is active, OVR appears in the Status Bar.


What you can do with Selected Text

Once you have selected a text, you have a variety of options.  These include:

Deleting the Selected Text.

Cutting, Copying, and Pasting (into another askSam Document or another Windows Application).

Searching for the Selected Text.

Dragging and Dropping Selected Text.

Defining a Hypertext Link for the Selected Text.

Dialing the number, if the Selected Text is a phone number and you have a modem.

Changing the format (font, alignment, style, color, tabs, or indents) of the Selected Text.

Printing the Selected Text.

See also:

Selecting Text

Selecting Text with the Keyboard

Selecting Text with the Mouse

Selecting an Entire Document

Cancelling a Selection


Selecting Text

Before copying or formatting a block of text in askSam, the text must be Selected. You can Select a text using either the mouse or the keyboard.

See:

Selecting Text with the Keyboard

Selecting Text with the Mouse

Selecting an Entire Document

Cancelling a Selection


Selecting Text With the Keyboard

To select text using the keyboard, use the keys described in Moving Around a Document in combination with the SHIFT Key.


Selecting Text with the Mouse

1.	Position the mouse pointer at one end of the text you wish to Select.

2.	Press and hold down the Left Mouse Button.

3.	Move the mouse pointer over the text.

4.	Release the Left Mouse Button.

NOTE:

1.	You can Select an entire line by clicking once on the Selection Area (the white margin to the left of the left margin.)

2.	You can Select a word by double clicking on it.

3.	Selection behaves differently in Data Entry mode.


Selecting an Entire Document

At times, you may want to make changes to all the text contained in a Document (perhaps a new font or color.)  This can be done by Selecting the entire Document:

Choose EDIT · SELECT ALL.

NOTE:
You can also use the mouse to select an entire Document. Place the mouse pointer in the Selection Area (the white margin to the left of the left margin), press and hold CTRL and click the mouse.


Canceling a Selection

Once text is Selected, it is quite easy to cancel the Selection.  To cancel a Selection

Move the mouse pointer anywhere in the Document.

Click the mouse.

or press any ARROW key.


Searching

Although askSam offers a wide variety of search commands, you’ll find searching fast and easy. Using askSam does not require you to learn a complicated "query" language in order to search. Searching is as simply as entering the word your looking for into the Search Line or using the Actions menu to select one of askSam’s search options.

To Search in askSam:

1.	Enter your search request in the Search Line or choose the ACTIONS menu and select the appropriate search command.

2.	After you enter your search, askSam will open the Search Results Window.

3.	As you scroll through the items listed in the Search Results Window, the content of the retrieved Documents is displayed in the top part of your screen.

See also:

Searching and Editing your Data

Searching from the Search Line

Customizing your Search Results

Global vs. Local Searching

Local Searching

Search and Replace

Global Replace

The Search Results Window

Executing a Search

Editing a Multiple Search Request

Searching Multiple Files

Search Example


Searching and Editing Your Data

Instead of just paging through data, you will need to search for specific clients. askSam offers several methods of searching. The easiest of these is searching from the Search Line. The Search Line is the line beginning with the Search Button. You can enter one or several words in the Search Line, press ENTER, and askSam will list all the Documents containing the word or words.

See also:

Searching from the Search Line

Local Searching

Executing a Search

Editing a Multiple Search Request


Searching from the Search Line

askSam's Search Line is the direct route to your information. Using the Search Line it is never necessary to specify a field for searching. Simply type in a name, company, date or any other word, and askSam will find it.

Search Line

Searching from the Search Line:

1.	Open the file you want to search.

2.	Click in the Search Line or press ESC to move to the Search Line.

3.	Type the word or phrase for the search and press ENTER.

4.	askSam searches from the beginning of the active file. The Search Results Window will open at the bottom of the screen. The Documents containing the word or phrase you entered will be listed in the Search Results Window. The first retrieved Document will be displayed in the top portion of your screen.

NOTE:
The Search Line also contains two buttons that affect searches. The Case Sensitive button toggles the search from Case Sensitive to Non-case Sensitive. The Fuzzy Search button turns on and off askSam's Fuzzy Search.

Searching for Phrases

To Search for a phrase from the Search Line, the phrase must be enclosed in square brackets [  ]. Entering multiple words that are not enclosed in square brackets results in a search for Documents containing all the requested words, but the words do not have to appear together as a phrase.

For example:

REQUEST	FINDS
World bank	Any Document containing the word "world" and the word "bank". This means that a Document containing the sentence, "In today's world, the bank is an important institution" would be selected.
[world bank]	Finds only Documents where the actual phrase "world bank" appears.

NOTE:
Phrases must only be enclosed in brackets when they are entered in the Search Line. When using the search commands in the Actions Menu, make sure you do NOT use brackets.

Entering Commands in the Search Line

It is possible to conduct more than simple Searches from askSam's Search Line. More complex requests usually involve the use of askSam commands. For certain searches or lists, you may find it is faster to enter the requests from the Search Line.

EXAMPLE: To search for all documents containing Ireland or England, you can enter the following request in the Search Line:

Ireland or England

The "or" in the example above is an askSam command.

NOTE: If you prefer to enter requests directly in the Search Line (instead of using Dialog Boxes), the COMMAND4.ZIP file on our Internet FTP site contains a list of the commands and descriptions of their functions.

You can also turn on the "Show Commands from Dialogs" option in the TOOLS · OPTIONS Menu. This option activates a command message box that displays the commands to enter in the Search Line to perform the function of any askSam search. The message box is displayed after executing any command from the Actions Menu or when running a report.

Entering Field Names in the Search Line

If you enter a field name in the Search Line, the contents of that field will be output to a new window when you press ENTER. For example entering City[  outputs a list of cities.

If you need to search for a field name, type in the field name followed by an asterisk ( * ). For example:    City[*

Editing the Search Line

askSam saves a list of the last items you entered in the Search Line. Click the arrow to the right of the Search Line to display the drop down list of the last entries. You can select any item in this list and:

•	Press ENTER to re-execute the Request.

•	Type any character to delete the Request.

•	Press HOME, END, or an ARROW key to edit your Request.

NOTE:
When the cursor is in the Search Line, pressing the UP and DOWN ARROW KEYS, displays the items previously entered in the Search Line. Pressing ALT+DOWN ARROW displays the drop down list of the last entries.


Customizing Your Search Results

You can customize the Search Results Window to display specific fields as well as the hit context, number of hits, or other document information. These customized views can be saved and easily accessed from a drop down menu in the Search Results Toolbar.

To Customize the Search Results Window:

1.	Choose VIEW · SEARCH RESULTS PROPERTIES or click on the [image] icon in the Search Results Toolbar.

The Search Results Properties Dialog Box will appear.

2.	Create a new View or select the View you want to modify.

Choose the Columns button.

Under the Available Fields list, you’ll find the items you can have displayed in the Search Results Window:

FIELD	DISPLAYS
Hits in Document	The number of hits that occur in the retrieved Document.
First Line	First line of the retrieved Document.
Hit Context	Sentence containing the hit.
Document Name	Name of the Document (if a Document Name has been entered in the Document Properties).
Document Author	Name of the author (if an author has been entered in the Document Properties).
Document Keywords	Keywords for the Document (if keywords have been entered in the Document Properties).
Document Comments	Comments about the Document (if comments have been entered in the Document Properties).
Field Names	Field Names from all Entry Forms are listed. The contents of the fields you select will be displayed in the Search Results window.
1.	Add the fields you want displayed in the Search Results Window and choose OK.

2.	Choose the Sort button if you want the items listed in the Search Results Window to display in sorted order.

3.	Choose the Close button to exit the Search Results Properties dialog box.

NOTES:

1.	You can create multiple Search Results Views. The drop down menu in the Search Results Toolbar lets you switch between these views.

2.	The Search Results Properties Dialog Box lets you create, rename, edit, and delete Search Results Views.

3.	You can resize the width of the columns displayed in the Search Results Window.

4.	You can modify the order of the columns displayed in the Search Results Window by dragging and dropping the columns.


Using the Search Dialog

The Search Dialog allows you to combine all of askSam's search functions into a single request. The Search Dialog links the various searches together with Boolean logic. For example, using the Multiple Search Request, you can construct a search to locate all Documents:

~ with a date from August to November 1963

~ containing the words "Cuba" or "Soviet Union" in the field Title

~ and containing the words "Castro" and "Khrushchev" in the same sentence.

The Search Dialog is a very powerful querying tool. It appears at various places in askSam - places where it is necessary to select Documents for an operation:

~ printing selected Documents

~ exporting selected Documents

~ deleting selected Documents

~ selecting Documents in the Report Writer.

NOTE:
An explanation of Boolean Operators and their implementation in askSam can be found earlier in the help files.


Global vs. Local Searching

Because askSam allows files that conceivably could span 16 Terabytes, finding the information you want in the minimum amount of time calls for defining the scope of search that fits your needs.  Basically, there are two methods of looking for information:

GLOBAL - Most of askSam's searches are conducted at the global level - a global search is conducted through ALL the Documents in the current askSam file. The Search Line and the various searches in the Actions menu are all global.

LOCAL - When a file contains long Documents, it is possible to restrict a search to a SINGLE Document. This local search is called a FIND and searches only for a text string. You can access the FIND command through the EDIT Menu.


Local Searching

Confining a search to the current Document calls for askSam's local search (called a FIND).  The FIND command works very much like the Find command in a Word Processor.  It is particularly useful when you are working with long, multi-page Documents.

1.	Choose EDIT · FIND (or press CTRL+F).

The Find Dialog Box will appear.

2.	Enter the word or phrase you wish to find.

3.	Choose the Find Next button.

askSam searches the current Document for the word or phrase you entered and highlights it. You can now:

4.	Choose FIND NEXT to continue your Search.

5.	Choose CANCEL to halt the Find in the current position.

6.	After canceling the FIND Menu, press F3 to execute the last Search.

NOTES:

1.	If the Find Dialog Box covers the word that is located, cancel the Dialog Box to view the word. After canceling, you can press F3 to resume your search.

2.	No Wildcards are allowed in FIND.  FIND is a character-string oriented search, and therefore does not require (or allow) wildcards.

3.	EXAMPLE: Entering the word German would find German, Germans, and Germany. Entering German* would find German* (the word German followed immediately by a star).

4.	When checked, the Match Case option makes the FIND Case Sensitive.

5.	When checked, the Find Whole Words Only option will only locate complete words. For example: if this option is selected, a search for "Phil" would not find "Philadelphia", "Philippines" or "Philip". It would only find "Phil"

6.	FIND searches from the cursor position to the end of the Document.


Search and Replace

askSam's Search and Replace command let you search for a text and replace it with another text. You can use the Replace command in the current Document, in selected Documents, or in all Documents in a file.

To Replace a Text in the Current Document:

Choose FILE · SAVE (or press CTRL+S) to save your Document.

Choose EDIT · REPLACE and the Replace Dialog Box will appear.

Enter the text you want to replace.

Enter the text you want inserted in your Document.

Choose either:

BUTTON	ACTION
FIND NEXT	To find the next occurrence of the text you want to replace.
REPLACE	To replace a single occurrence.
REPLACE ALL	To replace every occurrence in your Document.
NOTES:

1.	By saving your Document before you execute a Replace command, you can leave the Document without saving if the results of the Replace are not what you desire.

2.	To keep your file compact, and to speed your searches, it is a good idea to Pack your file after using the Replace Command. See Packing a File.

3.	When checked, the Match Case option makes REPLACE Case Sensitive.

4.	When checked, the Find Whole Words Only option will only replace complete words. For example: if this option is selected, a search for "Phil" would not find "Philadelphia", "Philippines" or "Philip". It would only find and replace "Phil".

5.	No Wildcards are allowed in the Replace Command. Replace is character-string oriented, and therefore does not require (or allow) wildcards.

6.	The Replace Command searches from the current cursor position to the end of the current Document.


Global Replace

IMPORTANT: You cannot undo a Replace in multiple Documents. We recommend always making a Backup before using the Replace command in multiple Documents.

1.	Choose EDIT · REPLACE

2.	The Replace Dialog Box will appear.

3.	Enter the text you want to replace.

4.	Enter the text you want inserted in your Document

5.	Set the "In" field to ALL DOCUMENTS or SELECTED DOCUMENTS.

All Documents will execute the replace function in all Documents in your file. Selected Documents will display the Search Dialog and let you select specific Documents for the replace function.

6.	Choose the REPLACE ALL button.

NOTES:

1.	To keep your file compact, and to speed your searches, it is important to Pack your file after you execute a Replace in multiple Documents.

2.	The Replace command can be used to modify field names. Type the current field name in "Find this" and type the name you want in "Replace with".

3.	When checked, the Match Case option makes REPLACE Case Sensitive.

4.	When checked, the Find Whole Words Only option will only replace complete words. For example: if this option is selected, a search for "Phil" would not find "Philadelphia", "Philippines" or "Philip". It would only find and replace "Phil".

5.	Wildcards are not allowed in the Global Replace Command.


The Search Results Window

After any search is executed, the Search Results Window will appear. The Search Results Windows appears at the bottom of your screen and displays a list of the Documents retrieved by your search.  Clicking on a document listed in the Search Results Window displays that document in the top Window of the screen.

From the Search Results Window you can:

•	Scroll through Documents retrieved by your search.

•	Edit retrieved Documents.

•	Delete Documents retrieved by your search (by pressing the DEL key).

•	See the number of retrieved Documents.

•	See the number of hits in each Document.

•	See the context of the hits.

•	Jump from hit to hit in the Documents.

•	Customize the field or fields listed in the Search Results.

NOTES:

1.	The Search Results Window remains open at the bottom of your screen until you close it. You can close the Search Results Window by choosing VIEW?SEARCH RESULTS or by click on the Close icon in the Search Results Toolbar.

2.	Pressing the ESC key will rotate you between the Search Results Window, the Search Line, and the window containing the retrieved Document.


Executing a Search

1.	Choose ACTIONS · SEARCH.

The Search Dialog Box will appear.

The Search Buttons on the left correspond to the search options described earlier in the help file. Choosing a Selection Button accesses the dialog box for that search.

2.	Choose the Search button for the search type you require (Word, Field, Date, Numeric, or Proximity).

The dialog box for the search type you selected will appear.

3.	Enter your search request in the dialog box.

4.	Choose OK.

You will return to the Search Dialog. The search you entered will appear in the Search List.

5.	The Operator field lets you select a Boolean Operator for each item in the Search List.  You can choose either AND, OR, or NOT.

If no Boolean operator is selected, an AND is understood and used to connect the search requests.

6.	Repeat steps 2 through 5 until your search request is complete.

7.	In the box marked "Search Logic" add parenthesis to group the request and set the proper priority. (See the previous help section on Priority in Boolean Searches for details.)

8.	Choose OK.

askSam will execute the search and open the Search Results Window at the bottom of the screen. The Documents retrieved by the search will be listed in the Search Results Window. The first retrieved Document will be displayed in the top portion of the screen.

NOTES:

1.	To store frequently used searches, use the Stored Searches command in the Actions menu.

2.	You can save a group of selected Documents to a new askSam file.  Choose EXPORT · SELECT DOCUMENTS. (See Exporting a Subset of Documents in the section of the help file on Importing and Exporting.)

3.	(askSam Professional version) In an indexed file, the Search dialog displays the number of hits as you enter a request.


Editing a Multiple Search Request

After executing a Multiple Search Request, you can edit the request.

1.	Choose ACTIONS · SEARCH.

The Search Dialog will appear. The Search List contains the last request that was entered.

2.	By double clicking on any item in the Search List, you can edit its contents. You can also change the Boolean operator or modify the parenthesis in the Search Logic. Use the following Buttons to modify the Search List:

BUTTON	ACTION
EDIT	Edits the selected line in the Search List.
CLEAR	Removes the selected line from the Search List.
CLEAR ALL	Removes all entries from the Search List.
3.	Choose OK when your changes are complete.

The modified Search will be executed.


Search Example

The following is an example of a search for Documents with:

•	FL or CA in the State field

•	and 3000 or more in the Amount field.

1.	Choose ACTIONS · SEARCH.

2.	Choose CLEAR ALL to remove any entries from the Search List.

3.	Choose the FIELD button and enter FL in the Word or Phrase field and enter State[ in the second field.

4.	Choose OK.

"FL" in "State[" will be inserted in the Search List.

5.	Choose the FIELD button again and enter CA in the Word or Phrase field.

6.	Choose OK.

"CA" in "State[" will be inserted in the Search List.

7.	Set the Boolean operator to OR.

8.	Choose the NUMERIC button and enter Amount[ in the first field, >= in the second field, and 3000 in the third field.

9.	Choose OK.

"Amount[ >= 3000" is included in the Search List.

10.	In the Search Logic field, please parenthesis around items 1 and 2. This sets the priority for the Boolean logic.

11.	Choose OK.

askSam will execute the search request.


Searching Multiple Files

When you search from the Search Line, or when you choose ACTIONS and one of the search commands, askSam searches in the active file. To search through a group of askSam files:

1.	Choose ACTIONS · SEARCH MULTIPLE FILES

The Search Multiple Files Dialog will appear.

2.	Type the name of the Stored Search and choose the Create Button.

3.	Choose the Add Files Button to select the files.

Use the mouse to click on the files you want to search (use the cursor keys and the space key if you're not using a mouse). You can select multiple files. If you wish to select all the files in a directory choose the Select All option.

4.	Choose the Open button after you've selected the files.

5.	The files you selected are added to the Search List. If you wish to select more files, repeat steps 2 through 4.

6.	Choose the Search button to start your search.

The Search dialog will appear.

7.	Enter your search request in the Search dialog and choose OK.

askSam will search through the files in you selected and open the File List. This File List displays the files that contained hits from your search.

8.	Double click on a file name in the file list. askSam will open the Search Results Window at the bottom of the screen. The Documents retrieved by the search will be listed in the Search Results Window. The first retrieved Document will be displayed in the top portion of the screen.

You can double click on other files in the file list to see the Documents retrieved in these files. Close the File List when you are finished with the search.

NOTES:

1.	The Search List is saved so you can easily enter another search for this group of files.

2.	The Remove All button clears all the files from the Search List.

3.	The Remove button clears a single file from the Search List.


Search for Documents with Attachments

In the Search dialog, you'll find a new search option "Attachments". This allows you to search your database for documents with attachments (or documents without attachments).

1. Choose Actions -> Search.

The Search Dialog will appear.

2. Choose Attachments.

The Find Documents with Attachments Dialog will appear.

3. Choose Find documents that contain attachments and choose OK.

The search will find all the documents that contain attachments.


Searching Remembered Lists

Remembered Lists let you name subsets of Documents in your database and work with these named sets of Documents. You can search for a set of Documents and place all of these Documents in a Remembered List, or you can select individual Documents in your database and place these in a Remembered List.

Searching with the Remembered Lists

•	Search a Remembered List

When you are in a Remembered List, searching from the Search Line or any of the options in the ACTIONS menu searches only the Documents in the Remembered List.

•	Build Searches Using Remembered Lists

From the SEARCH dialog you can build requests using Remembered Lists. Choose the Remembered Button to include a Remembered List in your Search Request.


Stored Searches

The Stored Searches command lets you save frequently used search requests and reuse them. You can use a Stored Search in places where it is necessary to select Documents for an operation:

printing selected Documents
exporting selected Documents
deleting selected Documents
selecting Documents for Reports

See also:

Creating a New Stores Search

Options in the Stored Search Dialog


Creating a New Stored Search

1.	Choose ACTIONS · STORED SEARCHES.

The Stored Search Dialog Box will appear.

The Stored Search Dialog Box lets you create new stored searches, execute an existing search, edit existing searches, copy and rename searches, or delete searches.

2.	Enter a name for the search.

3.	Choose the CREATE button.

The Search Dialog will appear. The last search you executed is in the Search List.

If you wish to store this search, choose OK. Otherwise, choose the CLEAR ALL button, and enter a new search.

4.	Choose OK once your search is created.

The search you created is listed in the Stored Search Dialog. You can choose RUN to execute the search.


Options in the Stored Search Dialog

BUTTON	ACTION
RUN	Executes the selected search.
CREATE	Enter a new name and choose this button to create a new stored search.
EDIT	Edits the selected search.
COPY	Copies the selected search.
RENAME	Renames the selected search.
DELETE	Deletes the selected search.


Searching for Selected Text

Any text contained within a Document can be Selected and used to find other Documents which contain that word or phrase.  There are three ways in which you can search for selected texts:

•	Search only in the current Document.

•	Search in the current askSam file

•	Search in another askSam file.

Searching for selected texts is extremely useful when your Documents contain legal, medical, or other long terms.  You can search for these terms without retyping them.

See also:

Searching for Selected text in the Current Document

Searching for Selected text in the Current File

Searching for Selected text in Another File


Search for Selected Text in the Current Document

This search allows you to select a text string and search in the current Document.

1.	Select the text you wish to find.

2.	Choose ACTIONS · SEARCH FOR SELECTED TEXT · IN CURRENT DOCUMENT (or press F3).

3.	askSam begins searching in the current Document at the cursor position and searches for the selected text. If a matching text is found, the matching text is highlighted and displayed on the screen.

NOTE:
You can also access the Search for Selected Text commands in the Mouse Menu. Right click in your Document and choose Search for Selected Text.


Search for Selected Text in the Current File

This search allows you to select a text string and search for this string in the current file.

1.	Select the text you wish to find.

2.	Choose ACTIONS · SEARCH FOR SELECTED TEXT · IN CURRENT FILE (or press CTRL+Y).

3.	askSam searches in current file for the selected text. The Search Results Window will open at the bottom of the screen. The Documents retrieved by the search will be listed in the Search Results Window. The first retrieved Document will be displayed in the top portion of the screen.

NOTES:

1.	You can also access the Search for Selected Text commands in the Mouse Menu. Right click in your Document and choose Search for Selected Text.

2.	When multiple words are selected, they act as multiple words and not as a phrase. For example, Hypertext Searching for the text "U.S., Europe, and Japan" will find a document containing the sentence "Some wonder if a united Europe will push the U.S. and Japan closer together."


Search for Selected Text in Another File

This search allows you to select a text string and search for this string in any open file.

1.	Select the text you wish to find.

2.	Choose ACTIONS · SEARCH FOR SELECTED TEXT · IN OTHER FILE.

The Search Other File Dialog Box will appear.

3.	Select the file you want to search and choose the Search button.

askSam opens the file you chose and searches it for the selected text. The Search Results Window will open at the bottom of the screen. The Documents retrieved by the search will be listed in the Search Results Window. The first retrieved Document will be displayed in the top portion of the screen.

NOTES:

1.	You can also access the Search for Selected Text commands in the Mouse Menu. Right click in your Document and choose Search for Selected Text.

2.	When multiple words are selected, they act as multiple words and not as a phrase. For example, Hypertext Searching for the text "U.S., Europe, and Japan" will find a document containing the sentence "Some wonder if a united Europe will push the U.S. and Japan closer together."


The Different Types of Searches
The Different Search Types

In askSam, there are several search types. The following is a list of each type of search and its function:

Wildcard Searches - Allows you to use wildcard symbols to search for unkowns (Example: German* or German?)

Case Sensetive Searches - Allows askSam to notice the difference between Upper Case and Lower Case words.

Fuzzy Searches - Fuzzy Searching helps you locate information when you're not sure of the spelling. (Example: If you were looking for Documents containing the name "Kathy". You could use the fuzzy search and find Documents with "Kathy", "Kathi", or "Cathy")

Index Searches - Index Searches are searches that go through the Index instead of through the entire file. This decreases search times greatly for large files. Note: This feature is only available in the Professional Version of askSam

The Word List - When you index a file, askSam creates a list of the words in that file. You can search the file for specific words using this Word List.

Field Searches - Allows you to search for information in a specified field or fields.

Numeric Searches - With the numeric search you can search for documents based on a numeric comparison. Note: In order to conduct a numeric search, the numbers in the documents must be contained in fields.

Proximity Searches - A proximity search allows you to search for two words or phrases occurring within a specified proximity of one another.

Date Searches - The date search finds information according to a date contained in a field.

•	Simple Date Search Example: "find all documents earlier than..."

•	Date Range Example: "find all documents from 1970 to 1980"

•	Date Comparison Example: "find all documents where the date due is greater than 30 days from today"

Boolean Searches - Allows the use of the AND, OR, and NOT commands within searches. NOTE: The Boolean operators can be entered in the Search Line. For more information, see the Boolean Searches section of the Help.

•	AND Search - Selects Documents that meet two or more search criteria. (Example: A search to find resorts with: Golf AND Tennis AND Beach*)

•	OR Search - Defines multiple criteria for selecting Documents. (Example: a search to find resorts in: Florida OR Hawaii OR California)

•	NOT Search - Selects Documents that do not meet the criteria immediately following the Boolean operator NOT. (Example: find resorts that are: NOT expensive AND NOT crowded)


Wildcard Searches

askSam allows you to use the wildcard symbols * and ? in searches.

The * character represents multiple characters (up to eighty).

The ? character takes the place of a single character.

Examples:

Entering German*	will find: German, Germans, Germany, Germanic, German-made

Entering German?	will find: Germans and Germany - but not German, Germanic, or German-made.


Case Sensetive Searches

Normally, when askSam searches for a word, the case of the letters comprising the word is irrelevant. For example, searching for WHO finds "Who", "who" and "WHO".

To Turn on Case Sensitive Searching in a File:

1.	Choose FILE?PROPERTIES.

The File Properties Dialog Box will appear.

2.	Turn on the "Case Sensitive Search" option.

3.	Choose OK.

All searches in this file will be case sensitive until this option is turned off.

To Turn on Case Sensitive Searching in the Search Line:

Click on the Case Sensitive button [image] in the Search Toolbar. Searches entered in the Search Line are case sensitive until you click the Case Sensitive button a second time, or until you close and reopen the file.


Fuzzy Searches

Fuzzy Searching helps you locate information when you're not sure of the spelling, for example, if you were looking for Documents containing the name "Kathy". You could use askSam's fuzzy search and find Documents with "Kathy", "Kathi", or "Cathy".

To Use the Fuzzy Search from the Search Line:

Click on the Fuzzy Search button [image] in the Search Toolbar.

Searches entered in the Search Line are fuzzy until you click the Fuzzy button a second time, or until you close and reopen the file.

To Use the Fuzzy Search from the Actions Menu:

1.	Choose ACTIONS

2.	Select the type of search you wish to execute.

3.	Enter your search.

4.	Select the Fuzzy option in the dialog.

5.	Choose OK.

askSam will retrieve the first document containing the words or a fuzzy equivalent of the words you entered.

NOTES:

1.	The Numeric and Date searches in the Actions menu do not offer Fuzzy Search capabilities.

2.	The Fuzzy Search overlooks a single error in a word. An error can be a missing letter, an extra letter, an incorrect letter, or a transposition (two neighboring letters in reverse order).


Index Searches
Index Searches (only available in the Professional version of askSam)

Full-Text Indexing greatly speeds up searching in askSam files, especially in large files. With full-text indexing, you can search through a several hundred MB askSam file in a matter of seconds. Full-Text indexing is only available in the Professional version of askSam.

The search procedures are the same for indexed and non-indexed files. If you choose to index an askSam file (see the Working with Files section for details), askSam will automatically use the index when searching the file. This will dramatically increase the speed of your searches.

What is Full-Text Indexing?

When you index an askSam file, askSam creates a list of all the words in the file and records the Document where these words were found. When you search, askSam can quickly search the list of words (the index) and jump to the appropriate Document in your file.

This is a much quicker way of searching large files than askSam's non-indexed search method. When an askSam file is not indexed, you can still search for any word or phrase. askSam will start at the beginning of the file, examine every word in the file, and look for Documents containing the word or phrase you entered. This non-indexed search is a quick and convenient way of searching through smaller askSam files.

When to use Full-Text Indexing

askSam does not require an index in order to search a file. Depending upon the information you manage, indexing may or may not be advantageous.

The Advantages of Full-Text Indexing:

Speed - When searching large databases, an index search will be significantly faster than a non-index search.

Number of Hits - When you search an indexed file, askSam can immediately display the number of documents containing the word or words you enter.

Word List - When a file is indexed, askSam maintains a list of all the words present in the file. It is often convenient to search using the word list. It simplifies finding words where you are unsure of the spelling.

The Disadvantages of Full-Text Indexing:

Indexing Time - Although the indexing routine used by askSam is extremely fast, indexing a file takes time. If you have a file that you only occasionally search, or if you are searching a small file, it may not be worth the time required to index the file.

NOTE: The time required to index a file is a one time investment. Once an index is created, askSam will maintain the index as you modify the file.

Index Size - An index requires space on your hard drive. The index contains a list of all the words in a file and the document addresses of where these words are located. Generally, the index will be less than one third the size of the file you are indexing.


The Word List
The Word List (only available in the Professional version of askSam)

When you index an askSam file, askSam creates a list of the words in that file. You can search using this Word List:

1.	Choose ACTIONS → WORD LIST

The Word List dialog box will appear.

2.	Start typing the word you wish to find.

The Word List will scroll as you type.

3.	Choose the Go To button when the word you want to find is selected.

The Search Results Window will open at the bottom of the screen. The Documents containing the word you selected will be listed in the Search Results Window. The first Document containing the selected word will be displayed in the top portion of your screen.

NOTES:

1.	The number of hits displayed in the Word List indicates the number of Documents containing a Word. It does not count the total occurrences of the Word in your file. Use the ACTIONS?COUNT WORD OR PHRASE command to count the total occurrences of a word or phrase in your file.

2.	After a file is indexed, a Word List button [image] will appear in the Boolean, Search In Field, and Proximity Search dialogs. If you select this button, the Word List will appear.


Boolean Searches

askSam lets you search using the Boolean operators AND, OR, and NOT.

EXAMPLE: You could conduct a Boolean Search in a file containing business letters to find all those sent to Illinois but NOT to Chicago.

There are two askSam search dialogs that use Boolean logic:

Boolean Search Dialog (links words and phrases with Boolean logic).

Search Dialog (combines askSam search commands with Boolean logic).

See also:

Using the Boolean Search Dialog

Buttons in the Boolean Search Dialog

Boolean Operators

Priority in Boolean Searches

Example Boolean Search


Using the Boolean Search Dialog

1.	Choose ACTIONS · OTHER SEARCHES · BOOLEAN.

The Boolean Search Dialog Box will appear.

2.	Enter the word or phrase that you wish to locate and press ENTER (or choose ADD).

The word or phrase will be added to the Search Term list, and you move to the next line of the Dialog Box.

3.	Choose a Boolean operator - either AND, OR, or NOT. Press the SPACE key to see a list of the operators.

If no Boolean operator is selected, askSam defaults to the Boolean operator AND.

4.	Move to the Search Term field and add the word or phrase.

5.	Continue steps 3 and until the search request is complete.

In the box marked "Search Logic" add parenthesis to group the request and set the proper priority. (See the previous section on Priority in Boolean Searches for details.)

6.	Choose OK to start the search.

See also:

Buttons in the Boolean Search Dialog

Boolean Operators

Priority in Boolean Searches

Example Boolean Search


Boolean Operators

askSam allows the use of three Boolean operators to combine the elements in a search.  These operators are:

BOOLEAN OPERATOR	ACTION
AND	Selects Documents that meet two or more search criteria. For example a search to find resorts with: Golf AND Tennis AND Beach*
OR	Defines multiple criteria for selecting Documents. For example a search to find resorts in: Florida OR Hawaii OR California
NOT	Selects Documents that do not meet the criteria immediately following the Boolean operator NOT. For example find resorts that are: NOT expensive AND NOT crowded
NOTE: The Boolean operators can be entered in the Search Line.

EXAMPLE: Entering Miller or Davis in the Search Line retrieves Documents containing the word "Miller" or the word "Davis."


Priority in Boolean Searches

Complex searches (searches containing AND and OR operators) at times require a way to denote priority. In askSam you define how items in a search are grouped and prioritized by using parenthesis.

BOOLEAN REQUEST	RETRIEVES
Red and White or Blue Red White or Blue (Red and White) or Blue	These three requests will act identically in askSam. They will retrieve Documents containing "Red and White" or Documents containing "Blue".
Red and (White or Blue)	Retrieves Documents containing "Red" and "White" or Documents containing "Red" and "Blue".
(Black and White) or  (Red and White and Blue)	Retrieves Documents containing "Black" and "White" or Documents containing "Red", "White", and "Blue".
Flag and ((Red and Blue) or (Black and White))	Retrieves Documents containing "Flag" and "Red" and "Blue" or Documents containing "Flag" and "Black" and "White".
There are three places where you can enter parenthesis to group Boolean requests:

•	In the Search Line

•	In the Boolean Search Dialog

•	In the Search Dialog


Buttons in the Boolean Search Dialog

OPTION	ACTION
ADD	Adds a word or phrase to the Search Term list.
CLEAR	Removes the selected line from the Search Term list.
CLEAR ALL	Removes all entries from the Search Term list.
MATCH CASE	When checked, the search will be case sensitive.
FUZZY	When checked, the search will use fuzzy logic.
NOTE: (askSam Professional version) In an indexed file, the Boolean Search dialog displays the number of hits for your request. There is also a button to access the Word List.


Example Boolean Search

To Search for all Documents containing Thomas Jefferson and Benjamin Franklin:

1.	Choose ACTIONS?OTHER SEARCHES?BOOLEAN

2.	Choose the CLEAR ALL Button to delete any entries from the Search Term list.

3.	Type:   Thomas Jefferson

4.	Choose ADD or press ENTER.

5.	Choose the Boolean operator AND.

6.	Type:   Benjamin Franklin

7.	Choose ADD or press ENTER.

8.	Choose OK.

askSam will execute the search request.

To Search for Documents containing Thomas Jefferson and Virginia or Documents with Benjamin Franklin and Philadelphia:

1.	Choose ACTIONS · OTHER SEARCHES · BOOLEAN

2.	Choose the CLEAR ALL Button to delete any entries from the Search Term list.

3.	Type:   Thomas Jefferson

4.	Choose ADD or press ENTER.

5.	Choose the Boolean operator AND.

6.	Type:   Virginia

7.	Choose ADD or press ENTER.

8.	Choose the Boolean operator OR.

9.	Type:   Benjamin Franklin

10.	Choose ADD or press ENTER.

11.	Choose the Boolean operator AND.

12.	Type:   Philadelphia

13.	Choose ADD or press ENTER.

14.	Add parenthesis in the Search Logic field.

(Thomas Jefferson AND Virginia) or (Benjamin Franklin AND Philadelphia)


Exporting from askSam

askSam lets you export in a variety of formats. Unstructured information can be exported as text, HTML, or RTF files. Structured information can be exported for use with other databases or for mail merge with word processors (using the Text Delimited format).

Export Formats

FILTER TYPE	DESCRIPTION
Text (*.txt)	ASCII text file.
askSam 5 (*.ask)	Creates a new .ASK file from the exported information. Allows you to easily exchange information between askSam databases. This format retains the document boundaries between askSam Documents. (See Exchanging Information in askSam files later in this chapter)
askSam DOS (*.txt)	Format for exchanging data between the DOS and Windows versions of askSam.
HTML (*.htm. *.html)	Creates an HTML document. The HTML export supports most formats: fonts, font sizes, colors, indents and more. Graphics are not exported.
RTF Files (*.RTF)	RTF files can be used to exchange formatted information (including graphics). This is a useful format when you need to transfer information from askSam to any word processor.
Text Delimited (*.csv, *.dat, *.prn, *.txt)	The Text Delimited format can be used to export data for Mail Merge with a word processor, or to import into a spreadsheet or another database program.


To Export From askSam

1.	Open the file containing the information you want to export.

2.	Choose FILE · EXPORT.

A Menu will appear containing the following options:

OPTION	EXPORT EFFECT
CURRENT DOCUMENT	Exports the Document displayed on the screen.
ENTIRE FILE	Exports all Documents in the current file.
SELECT DOCUMENTS	Exports a selected group of Documents.  This option accesses the Search Dialog.
STORED SEARCH	Exports the Documents selected by the stored search you select.
REPORT	Exports the output of a report. Selecting this option will display the Run Report Dialog Box. Select the report you wish to export and choose RUN.
REMEMBERED	Exports the Documents in a Remembered List.
3.	Choose one of the options listed above.

The EXPORT Dialog Box will appear.

4.	Enter a name for the file you are exporting.

5.	Choose the Export Type Option and select the appropriate file type.

6.	Choose SAVE.

The Export Status Message Box will appear showing how many Documents have been exported and the size of the exported file.

7.	Choose CLOSE when the export is complete.


NOTES:

1.	If you want to retain formatting information when exporting (such as tabs, fonts, colors, etc.), choose RTF as your export File Type.

2.	Checking the Append Box in the EXPORT Dialog Box allows you to append the exported information onto the end of an existing file. The Append option is only available for certain export types.

3.	The Delimiters button in the Export Dialog Box allows you to define a delimiter that is output between Documents when more than one Document is exported.

4.	When you export in askSam 5 (*.ask) format, the Entry Forms, Reports, and File Settings from the original file are transferred to the new file.


The Export Dialog

The Export Dialog Box controls how and where your files are exported. The Export Dialog offers a variety of options that affect the way your information will be exported.

In the Export Dialog select a drive, path, and enter a name for the file you will export. In addition, you can set the following options:

OPTION	DESCRIPTION
EXPORT TYPE	Selects the type of file you will export (for example text, RTF etc.). The file types are listed above in the Export Formats section
APPEND FILE	Checking the Append Box allows you to append the exported information onto the end of an existing file. The “Append File” option is only available for certain export types.
OEM Format	Windows and DOS use different character sets for extended characters. If you export a text written in another language, you may notice that certain accented characters do not appear correctly in your other application. The “OEM format” check box lets you export information without encountering this problem. If you are exporting information to another Windows application, make sure that the “OEM format” check box is not selected. If you are exporting text to a DOS application, the “OEM format” option should be checked. This option is not available for all File Types.
DELIMITERS	The Delimiters button allows you to define a delimiter that is output between Documents when more than one Document is exported. You can set the delimiter to “No Delimiter”,  a “Blank Line”, a “Page Break”, or any “Text String”.


Exporting A Text Delimited File

The Text Delimited format is a convenient way to transfer data between applications. Data exported in this format can be used as a merge file in most word processors. Delimited data can also be imported into spreadsheets or other databases applications.

To export structured data into Text Delimited file:

1.	Choose FILE · EXPORT.

A Menu will appear containing five options.

2.	Choose ENTIRE FILE if you wish to export all the data contained in the file. Choose SELECT DOCUMENTS and enter a request if you wish to export a subset of data.

3.	The EXPORT Dialog Box will appear.

4.	Enter a name for the file you are exporting.

5.	Choose the "Export Type" option and select Text Delimited.

6.	Choose the SAVE button.

The SELECT FIELDS Dialog Box will appear.

The Select Fields Dialog contains the following options:

OPTION	DESCRIPTION
FIELD LIST	Contains a list of all the fields in your file (this list comes from the fields listed in your Entry Forms). Select the fields you want to export and choose ADD.
EXPORT FIELDS LIST	Contains a list of the fields that you’ve selected to export.
DELIMITER	Sets the delimiter that will be output between the fields. You can choose “Comma”, “Semicolon”, “Space”, or “Tab”.
TEXT QUALIFIER	Sets a character that will surround the fields you output. You can set this to a single quote or double quote.
OUTPUT CARRIAGE RETURNS IN MULTIPLE LINE FIELD	This option affects the way that multiple line fields are output. If checked, carriage returns are output in multiple line fields. If this option is not checked, carriage returns are stripped from multiple line fields.
SINGLE LINE FIELD / MULTIPLE LINE FIELD	This option lets you set whether the fields you are exporting are single or multiple line. The default value is “single line”. After you select the fields you want to export, go through the list, select the multiple line fields, and click on the “Multiple line” option.
7.	Check the fields you want to export (in the Field List), and choose ADD.

The fields will be added to the "Export Fields List".

8.	If any field in the "Export Fields List" is a multiple line field, select this field and click on the "Multiple line field" option.

9.	Choose OK.

A Message Box will appear and your data will be exported.

10.	Choose CLOSE when your export is complete.


File Formats for Importing

askSam enables you to deal with both structured and unstructured information. The import and export functions are designed with this in mind. askSam can import and export texts, formatted documents, email, and structured data.

Different programs store data in different formats. askSam imports the following formats:

Import Formats

FILE FORMAT	DESCRIPTION
Text (*.txt)	ASCII text files.
Adobe Acrobat (*.pdf)	Adobe Acrobat PDF files with basic formatting.
Any File – Link or Attach Only (*.*)	Lets you import any type of file in askSam. The text/information from the file is not imported, but askSam lets you either link to the imported files or attach the imported files.
askSam 5 (*.ask)	Lets you import the contents of other askSam 5 databases. This format retains document boundaries between askSam Documents as well as the formatting. (See Exchanging Information in askSam files in this chapter).
askSam DOS (*.txt)	Format for exchanging data between the DOS and Windows versions of askSam. This format retains document boundaries between askSam Documents.
Corel WordPerfect (*.wpd)	WordPerfect files with formatting. To use this import type, WordPerfect 2000 (or a later version) must be installed on your computer.
Email – PocoMail, Netscape (*.mbx)	Mbox email format. Mbox is used by Netscape, PocoMail and other email applications.
Eudora (*.mbx)	Email messages from Eudora mailbox files (the Eudora MBX format differs slightly from the standard Mbox format).
HTML (*.htm, *.html)	HTML Documents from the World Wide Web.
Microsoft Access  Driver (*.mdb)	Microsoft Access database files. Imports multiple tables as well as memo fields in these databases. In order for this import type to be available in askSam, this driver must be installed in your operating system.
Microsoft dBASE Driver (*.dbf)	This format allows you to import structured information from dBASE databases. It also imports memo fields associated with these databases. In order for this import type to be available in askSam, this driver must be installed in your operating system.
Microsoft Excel Driver (*.xls)	This format allows you to import structured information from Microsoft Excel files.  In order for this import type to be available in askSam, this driver must be installed in your operating system.
Microsoft FoxPro Driver (*.dbf)	This format allows you to import structured information from Microsoft FoxPro databases. It also imports memo fields associated with these databases. In order for this import type to be available in askSam, this driver must be installed in your operating system.
Microsoft Paradox Driver (*.db)	This format allows you to import structured information from Paradox databases. It also imports memo fields associated with these databases. In order for this import type to be available in askSam, this driver must be installed in your operating system.
Microsoft Word (*.doc)	Microsoft Word 95, 97, and 2000 files with formatting. To use this import type, Word 2000 (or a later version) must be installed on your computer.
Microsoft Outlook	Microsoft Outlook email folders. To use this import type, Outlook must be installed on your computer. The Microsoft Outlook file type is not displayed in the Import Dialog. You import Outlook folders using the FILE ? IMPORT EMAIL command.
Outlook Express	Outlook Express email folders.
RTF Files (*.rtf)	Rich Text Format files used to exchange formatted information (including graphics.)
Text Delimited  (*.csv, *.dat, *.prn, *.txt)	Use this format to import delimited data from spreadsheets and other databases. This import type handles comma-delimited files (CSV), tab delimited files, fixed position data, and more.
NOTES:

1.	askSam will automatically recognized additional ODBC drivers that are installed on your computer. These drivers will appear in the "Files of Type" field in the askSam Import Dialog Box.

2.	Windows and DOS use different character sets for extended characters. If you import texts written in another language, you may notice that certain accented characters do not appear correctly in Windows. The "File Origin" setting in the Import Dialog Box lets you transfer information without encountering this problem. When importing DOS texts into askSam, the "File Origin" option should not be set to "DOS (OEM)". When importing texts from another Windows application, the "File Origin" option should be set to "Windows (ANSI)".

3.	Files from the DOS version of askSam cannot be directly imported into askSam 4, but they can be opened using the standard FILE?OPEN Dialog Box.

4.	Although we've tried to make the import filters as complete as possible, askSam does not support the entire range of formats supported by many word processors. Formats that are not understood are removed when the information is imported. The RTF, Word, and Word Perfect import filters handle margins, styles, tabs, indents, fonts, font styles, colors, line spacing, page breaks, paper sizes, and left, right, and center alignment.


The Import Dialog

You import files from the Import Dialog Box. You access this dialog box by choosing FILE · IMPORT. The Import Dialog offers a variety of options that affect the way the information will be imported.

In the Import Dialog select the drive, path, and file (or files) you wish to import, and use the dialog to set the following options:

OPTION	DESCRIPTION
FILES OF TYPE	Selects the type of file you will import (for example Word, text, etc.). The file types are listed above in the Import Formats section
SELECT ALL	The Select All check box selects all the files currently displayed in the Import Dialog. This is useful when you wish to import an entire directory of files.
FILE ORIGIN	Windows and DOS use different character sets for extended characters. If you import texts written in another language, you may notice that certain accented characters do not appear correctly in Windows. The “File Origin” setting in the Import Dialog Box lets you transfer information without encountering this problem. When importing DOS texts into askSam, the “File Origin” option should be set to “DOS (OEM)”. When importing texts from another Windows application, the “File Origin” option should be set to “Windows (ANSI)”.  This option is not available for all File Types.
IMPORT LOCATION	Determines the location where imported documents are added to your askSam file. By default askSam adds imported information to the end of the file. The Import Location option lets you import documents at the End of the File, Top of the File, After the Current Document, After a specific (named) Document, or into the End of the Current Document.
DOCUMENT DELIMITER	The Document Delimiter determines how imported information will be divided into Documents. By default, askSam uses no delimiter. Each file you import remains a separate “Document” in your askSam database. You use the Document Delimiter setting if you wish to divide a single file into multiple Documents in your database. You can set the Document Delimiter to: No Delimiter, a Blank Line, a Page Break, a specific Number of Lines, any Text String. This option is not available for all File Types.
IMPORT INTO ENTRY FORM	You can have askSam import into a selected Entry Form. If you are importing text, email, or word processing documents, the text or document is appended to the end of the Entry Form. If you are importing data (MS Access, dBASE, Text Delimited, etc.), you can import the data directly into fields in your Entry Form. Importing into an Entry Form is described later in this chapter.
AUTO FIELD RECOGNITION	Auto Field Recognition recognizes fields in imported information. If you select this option, field recognition takes place immediately after your import is complete. You can also access Auto Field Recognition by choosing TOOLS · AUTO FIELD RECOGNITION. See the chapter Customization, Options, and Tools for a complete description.
DATE RANGE	Lets you select files to import based on the file date. In Email formats, this option selects based on the Date of the individual email messages.
SORT ORDER	The Sort Order affects the order in which files are imported into your database. Normally, files are selected in the order in which they are displayed in the Import Dialog. By choosing the “Descending” Sort Order, the files will be imported in reverse order.
SAVE ATTACHMENTS	Attaches a copy of the original file to the askSam Document when importing. This option is only available when importing Word, WordPerfect, Adobe Acrobat,  HTML, RTF, Text, and Email. In Email formats, this option will save attachments to your email messages as attachments to the messages in your askSam database.
USE STORED SETTINGS	This option is only displayed when you import Text Delimited files. The Text Delimited import allows you to save your import settings. This option allows you to reuse these settings the next time you import a Text Delimited file with the same structure.

See also:

File Formats for Importing

Importing a Single File as a Single askSam Document

Importing a Single File as Multiple askSam Documents

Importing Multiple Files

Importing Files onto the end of an Entry Form


Importing a Single File as a Single askSam Document

To Import a text file or a word processing Document into askSam as a single askSam Document:

1.	Choose FILE · IMPORT.

The Import Dialog Box will appear.

2.	Define the format of the information you are importing by selecting the File Type option.

3.	Type in the name of the file you wish to import (or select it from the list of file names).

4.	Set any necessary Import Options (the Import Options are described above in the Import Dialog section).

5.	Choose the IMPORT button.

A Message Box will appear showing the status of your import.

6.	When the import is complete, choose CLOSE.

NOTES:

When you choose FILE · IMPORT, the Import Dialog Box will appear. askSam remembers the Import Options you previously selected in the current askSam file and sets these in the Import Dialog Box.


Importing A Single File As Multiple Documents

At times it may be useful to import a single text file or word processing document and divide the information into separate Documents in your askSam database.

EXAMPLE: If a file contained bibliographic information about several hundred people, and each person's information was contained in a separate paragraph, you could import the file and turn each paragraph into its own askSam Document.

To Import A Single File As Multiple Documents:

1.	Choose FILE · IMPORT.

The Import Dialog Box will appear.

2.	Define the format of the information you are importing by selecting the File Type option.

3.	Enter the name of the file you wish to import (or select it from the list of file names).

4.	Choose the "Document Delimiter" option.

The Document Delimiter Dialog Box will appear.

5.	Choose a Document Delimiter for the incoming information. The options are:

DELIMITER	EFFECT
NO DELIMITER	The entire file you import is stored in askSam as a single Document. If you import multiple files, each of these is stored as a separate askSam Document in your database.
BLANK LINE	Each time askSam encounters a blank line, a new askSam Document is created for the next block of imported information. This option turns each paragraph of a file into a separate Document in your database (provided that each paragraph in the imported file is separated by a blank line).
PAGE BREAK	Divides the file you import into askSam Documents wherever hard page breaks are encountered. Hard page breaks are page breaks set using a word processors page break command. In text files the ASCII 12 character is understood as a page break.
LINES	Lets you specify a number of lines as a delimiter. askSam creates a new Document each time the specified number of lines are imported.
STRING	Allows you to enter a string of characters which askSam will use to separate imported information into multiple Documents. Pressing ENTER inserts a CR/LF (carriage return / line feed). The Remove Delimiter String option removes the Delimiter String from the imported information.
6.	Choose OK to save the delimiter and close Document Delimiter Dialog Box.

7.	Choose the IMPORT button to start the Import.

A Message Box will appear showing the status of the Import. Each time askSam encounters the Document Delimiter you defined, a new Document is added to the file. The status bar shows how much of the file has been imported, and the "Document Imported" field tells you how many Documents have been created in askSam.

When the import is complete, the last Document imported is displayed.  Choose CLOSE to close the Import Status Dialog Box.


Importing Multiple Files

With a single Import command, askSam can import all files in a directory or a selected group of files from a directory.

1.	Choose FILE · IMPORT.

2.	The IMPORT Dialog Box will appear.

3.	Define the format of the information you are importing by selecting the File Type option (see note 1 below).

Choose the files you wish to Import. You can check the Select All option to import all files in a directory, or you can select individual files in the file list.

To select individual files with the mouse, press and hold the CTRL key and click on the files you wish to select.

To select individual files with the keyboard, press and hold the CTRL key and use the cursor keys to move to the files you want to select. Press the SPACE BAR to select files.

Make sure the Document Delimiter is set to NONE. With the Document Delimiter is set to NONE, each imported file is stored as a separate Document in your askSam database.

4.	Choose the IMPORT button.

5.	A Message Box will appear showing the status of the Import. For each file imported, askSam adds a new Document to the file. When the import is complete, the last imported file is displayed.

6.	Choose CLOSE to close the Import Status Dialog Box.

NOTES:

When you import multiple files, askSam will attempt to import all files as the File Type you have chosen (for example as Text Files). If some of the files are a different File Type (for example WordPerfect), askSam will display a message box telling you the file name, and allowing you to select another file type for this file.


Importing Files onto the end of an Entry Form

Imported files can be appended onto the end of a pre-defined Entry Form. When you import onto the end of an Entry Form, you can automatically number Documents, date and time stamp Documents, and include the original file name and path of the source files.

To Import a File onto the end of an Entry Form:

Create an Entry Form (by TOOLS · ENTRY FORM or by using te Entry Form Wizard).

Include the fields you want and you can also include the following commands:

ENTERING	INSERTS ...
^D	Inserts the DATE when a file is imported.
^T	Inserts the TIME when a file is imported.
^W	Inserts the WEEKDAY when a file is imported.
^N	Sequentially numbers imported files.
^f	Inserts the name of the file you import.
^F	Inserts the path and name of the file you import.
^l	Inserts the name of the file you import and sets a Hypertext Link to the original file.
^L	Inserts the path name of the file you import and sets a Hypertext Link to the original file.

Here’s an example Entry Form:

Once your Entry Form is set, you are ready to import.

1.	Choose FILE · IMPORT.

The Import Dialog Box will appear.

2.	Define the format of the information you are importing by selecting the File Type option.

3.	Select the file or files you wish to import.

4.	The Select All option chooses all files in a directory.

5.	Choose the "Import into Entry Form" option and select an Entry Form.

6.	Choose the IMPORT button.

The files you selected will be imported onto the end of the Entry Form.

NOTE:
If you wish to import fielded data, such as dBASE files, MS Access files, Excel files, or Text Delimited files, into an Entry Form, see the following section on Importing Data Files.


Linking to Imported Files

When you import a file into askSam, you can automatically generate a Hypertext Link back to the imported file. For example, you can import a Word file into askSam and have a link in the askSam Document back to the original Word file. The link is set by including a ^L or ^l in an askSam Entry Form and then choosing the "Import into Entry" option when importing.

To Link to an Imported File:

1.	Insert a ^L or ^l in your askSam Entry Form.

2.	Choose FILE · IMPORT.

3.	Choose the “Import into Entry Form” option and select the Entry Form you modified in step 1 (the one containing the ^L or ^l command).

4.	Select the file or files you want to import, and choose the IMPORT button.

The selected files are imported. In askSam there will be a Hypertext Link from the file name (^l) or the path and file name (^L) back to the imported file. Clicking on the link will open the import file in its associated application (Word, Acrobat, etc.).

NOTE:
If the original file is moved, renamed, or deleted, the Hypertext Link in askSam will no longer be valid.


Attaching Imported Files

When importing Word, WordPerfect, Adobe Acrobat, HTML, RTF, Text, and Email files into askSam, you can automatically attach a copy of the imported file to the askSam Document. The "Save Attachments" option in the Import dialog lets you choose whether to attach the original file when importing. If you choose to "Save Attachments", a copy of the original file is attached to your askSam Document and becomes part of the askSam database. You can view the attachment in it's original application or save it to a file -- see Document Attachments in the chapter Working with Documents for details.

To Attach a File With Importing:

1.	Choose FILE · IMPORT.

2.	Choose the “Save Attachments” option and select “Save original file as an attachment”.

3.	Select the file or files you want to import, and choose the IMPORT button.

The selected files are imported. askSam will attach a copy of each file to the askSam Document into which the file is imported. The attached file is part of your askSam database.

You can view, export, delete, and rename attached files by choosing DOCUMENT · ATTACHMENTS. See Attachments in the chapter Working with Documents for more information.

NOTES:

1.	When importing Email, the Save Attachments option will store attachments to your email messages as attachments to the messages in your askSam database.

2.	When a file is stored as an attachment in askSam, you can access this attachment even if the original file is deleted, moved, or renamed.


Pre-process Imported Files with TextPipe Utility

We've integrated a special version of the product "TextPipe Pro" with askSam. TextPipe is a data manipulation tool that lets you perform a set of operations on files that you import into askSam. With TextPipe you can massage data before it is imported into askSam. There is an additional charge for TextPipe (it's not included with askSam). The price will be $39 for a run-time version (that will run predefined filters from within askSam) and $89 for a full version that allows you to run and create filters.

Uses of TextPipe

Here are some of the potential uses of TextPipe.

1.	Powerful Search and Replace.

2.	Manipulate Precise Sections of Text: TextPipe can manipulate specific portions of the text rather than the entire text. such as Line Ranges, Column Ranges, Tab-delimited Fields, CSV-delimited Fields, Lines Matching a Pattern and Lines Not Matching a Pattern.

3.	Extract Text from the Markup Languages: You can extract text from the markup languages like XML (Extensible Markup Language), HTML etc. Or you can convert your XML documents into a structured askSam database.

4.	Extract Data from Other Databases: TextPipe also lets you extract data from other databases like Microsoft Access.

For more information, please visit: http://www.crystalsoftware.com.au/textpipe.html

To use a Predefined TextPipe Filter

1.	Choose FILE -> IMPORT.

2.	The Import Dialog Box will appear.

3.	Choose the Files of Type Option and select the file format you wish to import. If the file format you wish to import is not listed there, then you can browse to the directory where files are located and type *.FileExtension to select multiple files or you can just type filename with an extension if you just want to import one file.

4.	Choose the file/s you want to import.

5.	Choose the filter you wish to be applied at the Use Filter Option.

6.	Choose the IMPORT button.

TextPipe will process the files and they will be imported into askSam automatically.

To Create or Edit a TextPipe Filter (Full Version Only)

1.	Choose FILE ->  IMPORT.

The Import Dialog Box will appear.

2.	Choose the Edit Filter Button.

The TextPipe Filter Dialog will appear.

3.	To create a new filter, type a name for the filter and choose the Create button. To edit an existing filter, select the filter and choose the Edit button.

The TextPipe screen will appear.

4.	You can create Filters from a variety of library filters provided by TextPipe.

5.	Once a filter is created or edited, you can save it and close the window.

6.	You will be taken back to askSam's Text Filters Dialog box. From there you can apply filters to your files to be imported.

NOTES:

1.	You can process all kinds of file types that are Text-based ( or those that can be opened with NotePad). TextPipe can also process Binary Files with equal ease. TextPipe also supports universal file formats like RTF(Rich Text Format).

2.	A separate documentation about TextPipe can be accessed by going to Start  -> Programs -> TextPipe for askSam -> Help.

3.	A runtime version will let you work with pre-defined filters only. You won't be able to edit or create new filters with run-time version.

4.	A full version of TextPipe will let you run, edit, or create new filters.

5.	askSam will not let you pre-process Outlook Express Email files (*.dbx). However, you can pre-process PocoMail, Eudora, and Netscape Email files (*.mbx) with TextPipe.

6.	The Edit Filter button on the Import Dialog box will appear only if you have install Full Version TextPipe installed on your computer.

7.	We'll post sample pre-defined TextPipe filters for download on our website at: http://www.asksam.com/resource.asp


Importing askSam 4 Files

You can import data from one askSam database into another askSam database.

To import an askSam  4 file:

1.	Choose FILE · IMPORT.

The Import Dialog Box will appear.

2.	Choose the File Type option and select "askSam 4 (*.ask)".

3.	Go to the directory containing your askSam files (*.ask) and select the file or files you with to import.

4.	Choose the IMPORT button.

All the Documents from the askSam file (or files) you select are imported. The Documents retain all their formatting.

See also:

The Import Dialog


Importing Email Files

askSam is a great way to archive email. With askSam, it’s easy to turn email messages into full-text searchable database. When you import email messages, each message becomes a Document in the askSam database. You can use the words such as To:, From:, Date:, and Subject: as fields. askSam comes with filters for two popular email packages: Eudora and Microsoft Outlook. In addition, askSam can also import information from other email packages that save their data as HTML or text files. See the Knowledgebase on our Web site for details about using askSam with other email applications.

Importing Eudora Email Files

Eudora is a popular Internet E-Mail package from Qualcomm Inc. To import Eudora mailboxes into askSam:

1.	Choose FILE · IMPORT.

The Import Dialog Box will appear.

2.	Choose the File Type option and select Eudora.

3.	Go to the directory containing your Eudora mailbox files (*.mbx) and select the mailbox or mailboxes you wish to import.

4.	Choose the IMPORT button.

All the messages in the mailbox are imported into your askSam file. Each message is stored in a separate Document in your database. Words followed by colons (such as From: or Subject:) can be used as fields – see Automatic Field Recognition.

Importing Microsoft Outlook Email Folders

To import Microsoft Outlook folders into askSam:

1.	Choose FILE · IMPORT.

The Import Dialog Box will appear.

2.	Choose the File Type option and select Outlook Folder.

askSam will detect where your access folders are located, and display a list of the folders in the Import Dialog (in order to do this, askSam must access functions from Outlook, so this could take a couple of seconds).

3.	Check the folders you wish to import.

4.	Choose the IMPORT button.

All the messages in the selected folders are imported into your askSam file. Each message is stored in a separate Document in your database. The Documents contain the following fields:

FIELD NAME	DESCRIPTION
Folder_Path	Contains the path and name of the folder from which the message was imported.
From	Contains the name/email address of the person who sent the message.
To	Contains the name/email address of message recipient.
Subject	Contains the subject of the message.
Date	Contains the date/time that the message was sent.
Message	Contains the text from the email message.
NOTE: The field names are inserted using the default field character from your file. So by default they will be followed by a square bracket (To[, From[, Date[, etc.). If you would rather have the field name followed by a colon, choose FILE · PROPERTIES and set the field character to a colon ( : ). Doing this will result in fields like To:. From:, Date:, etc.

See also:

The Import Dialog


Importing HTML Files

Much of the information you gather on the Internet will be in HTML format. askSam is the perfect way to turn this downloaded information into your personal database.

To import a downloaded HTML file:

1.	In your Web Browser (for example Internet Explorer or Netscape), go to a page you wish to save.

2.	Choose FILE · SAVE in your Browser and enter a name for the Web Page you wish to save. You can save multiple Documents and later import all of these Documents into askSam.

3.	After you've saved the HTML Documents, go to askSam and create a new file or open an existing file.

4.	Choose FILE · IMPORT.

5.	The IMPORT Dialog Box will appear.

6.	Choose the File Type option and select HTML.

7.	Choose the file or files you wish to import and choose IMPORT.

The HTML file or files are imported into askSam.

NOTES:

1.	SurfSaver, another product by askSam Systems, allows you to save Web pages along with all frames and graphics into searchable askSam database. You can save and search this information directly from your Web browser using SurfSaver. With askSam you can open and search SurfSaver folders. There is a free version of SurfSaver available on our Web site. See http://www.SurfSaver.com

2.	For more information on importing HTML files, see the HTML-ARC.ASK template. This template file is setup to archive HTML documents.

3.	askSam  imports the text and most formats in HTML files. Graphics and tables are not supported.

4.	askSam retains the Hypertext Links in HTML Documents you import. If the link is in the current Document, clicking on the link will move you to the appropriate place in your Document. If the link is to another Document or Internet Site, askSam will open your browser and try to access the site.

See also:

The Import Dialog


Importing askSam 5 Files

You can import data from one askSam database into another askSam database.

To import an askSam 5 file:

1.	Choose FILE · IMPORT.

The Import Dialog Box will appear.

2.	Choose the File Type option and select “askSam 5 (*.ask)”.

3.	Go to the directory containing your askSam files (*.ask) and select the file or files you with to import.

4.	Choose the IMPORT button.

All the Documents from the askSam file (or files) you select are imported. The Documents retain their formatting.

See also:

The Import Dialog


Introduction

askSam is a great way to archive email. askSam can help you take the information you receive via email and turn it into a valuable knowledgebase. For example, you can take information from email discussion lists and email newsletters, and import these into a searchable database. You can also use askSam to import email sent and received by multiple individuals and have a centralized database of this information.

With askSam, it’s easy to turn email messages into searchable databases. When you import email messages, each message becomes a Document in the askSam database. askSam automatically turns  the words To:, From:, Date:, and Subject: into fields. askSam comes with filters for several popular email packages: Microsoft Outlook, Outlook Express, Netscape, Eudora, and PocoMail. In addition, askSam can also import information from other email packages that save their data as HTML or text files. See the Knowledgebase on our Web site for details about using askSam with other email applications.


Email Profiles

The askSam Email Wizard helps you set up profiles to import your email. In an Email Profile you:

•	Specify the email application you’re using.

•	Select the mailbox or mailboxes you want to import.

•	Set the askSam database into which you will import the messages.

•	Specify a date range for the messages that you’ll import (for example: all new messages since last import or only messages between Jan 1 and Dec 31).

The Email Wizard guides you through setting up these and other options.

askSam lets you have multiple email profiles. For example, you could have one profile for business email, another for personal email, and others for specific types of information (list serve messages, newsletters, recipes, jokes, receipts, etc.).


Creating Email Profiles

1.	Choose FILE · IMPORT EMAIL.

The Import Email Dialog Box will appear.

Profiles for several popular email applications are partially setup. You can select one of these and choose the IMPORT button. The Email Wizard will lead you through the rest of the setup. To create a new profile:

2.	Choose the CREATE button.

The first screen of the Email Wizard will appear.

3.	Enter a name for the profile, select the email application where the messages are stored, and choose the NEXT Button.

The Select Folders/Mailbox screen from the Email Wizard is displayed.

4.	Select the mailbox or mailboxes you wish to import.

5.	The “Select All” option selects all of your mailboxes.

6.	If you are importing from Outlook Express, you may see a dropdown menu for User. This appears if you have several different users installed on your machine. It lets you choose which user’s mailboxes you wish to import.

7.	If no mailboxes are displayed, choose the browse button and locate the directory containing your mailboxes.

8.	Once you’ve selected the mailboxes you wish to import, choose the NEXT Button.

The Select askSam File screen from the Email Wizard is displayed.

Select the askSam file into which you want to import your email messages. By default, the current askSam file is selected. Choose the Browse button if you wish to import into another askSam file.

9.	Choose the NEXT Button.

The Import Date Range screen from the Email Wizard is displayed.

10.	Select the date range for the message you wish to import. You can choose from:

OPTION	DESCRIPTION
New messages (since last import)	Imports new messages since the last time you imported. This option only imports messages through the previous day. The current days messages are not imported.
Select Date Range	Lets you select a date range for the imported messages. For example, you could import messages from January 1, 2001 through December 31, 2001.
All Messages	Imports all messages. Only choose this option if you wish to import all messages in a mailbox each time you import.
11.	Choose the NEXT Button.

The Import Options screen from the Email Wizard is displayed.

This screen lets you set options for importing your messages:

OPTION	DESCRIPTION
IMPORT LOCATION	Determines the location where imported messages are added to your askSam file. The Import Location option lets you import documents at the End of the File or the Top of the File
IMPORT INTO ENTRY FORM	You can have askSam import into a selected Entry Form. When you import a message into an Entry Form, the email message is appended onto the end of the Entry Form.
FULL HEADER	Determines whether full header information from the email message is imported or only the most relevant header information (To, From, Subject, Date, and Folder).
SAVE ATTACHMENTS	Saves attachments to your email messages as attachments to the Documents in your askSam database.
IMPORT ATTACHMENTS INTO DOCUMENT	Lets you import the contents of document attachments into documents. Files with no text will be ignored and will be attached to document by default.
12.	Set the import options and choose the FINISH Button.

You return to the Import Email Dialog Box, and your new Email Profile is complete. Choose the IMPORT Button to run the profile and import your email messages.


Importing Email

Choose FILE · IMPORT EMAIL.

The Import Email Dialog Box will appear.

If you’ve not setup your Email Profiles, see the previous section To Create An Email Profile.

Select the profile or profiles you wish to import and choose the IMPORT Button.

The Email Messages are imported based on the settings in each profile.


Editing Email Profiles

To Edit an Email Profile

1.	Choose FILE · IMPORT EMAIL.

The Import Email Dialog Box will appear.

2.	Select the Email Profile you wish to edit and choose the EDIT Button.

The Import Email Dialog Box will appear.

3.	From this Dialog Box, you can modify any of the settings for your Email Profile (a description of all the settings can be found earlier in this chapter in the section To Create an Email Profile.

4.	Modify the desired settings and choose OK.

To Delete an Email Profile

1.	Choose FILE · IMPORT EMAIL.

The Import Email Dialog Box will appear.

2.	Select the Email Profile you wish to delete and choose the DELETE Button.


Importing Text Delimited Data

The Text Delimited format is a convenient way to transfer data between applications. Most databases and spreadsheets can save their data into a Text Delimited format. askSam offers a powerful and easy to use wizard for importing Text Delimited Data.

There are two different varieties of delimited data:

•	Delimited - Delimited files have commas, tabs, or some other character separating each field. Example:

"20062","Andy Goldstein","MediaGold","Munich, Germany"

"20063","Jaspreet Singh","Paco Industries","New Delhi, India"

"20064","Rachel Collins","Rachel's Catering","Dublin, Ireland"

•	Fixed Width - Fixed Width files output fields in columns separated by spaces. Each field in a column contains the same number of characters/spaces.

20062   Andy Goldstein      MediaGold             Munich, Germany

20063   Jaspreet Singh      Paco Industries       New Delhi, India

20064   Rachel Collins      Rachel's Catering     Dublin, Ireland


Importing Delimited Data

1.	Choose FILE · IMPORT.

The Import Dialog Box will appear.

2.	Choose the File Type option and select "Text Delimited".

3.	Enter the name of the file you wish to import and choose IMPORT.

The Delimited Import Wizard will appear.

In the first screen of the wizard, you can set the following options:

OPTION	DESCRIPTION
Original Data Type	Specifies whether the data you are importing is “Delimited” or “Fixed Width”. askSam will auto-detect the format, and default to the appropriate option.
Start import at row	Sets the row number where you want to start importing data. This is useful if the first row or rows contain field names or other header information.
Use first row as column names	If checked, the wizard will use the data in the first row as field names for the data.
4.	Set the options in the wizard and choose NEXT.

The second wizard screen will appear.

This screen lets you set the delimiter for your data:

OPTION	DESCRIPTION
Delimiter	Lets you set Comma, Semicolon, Tab, Space, or another character as the delimiter between your data.
Treat consecutive delimiters as one	When checked, consecutive delimiters that appear together are interpreted as a single delimiter.
Text Qualifier	Sets the character that surrounds text fields in your data. When many programs output delimited data, they surround text fields with quotes.
5.	Set the options in the wizard and choose NEXT.

The third wizard screen will appear.

This screen lets you enter field names for the data that you are importing:

OPTION	DESCRIPTION
Import fields into Entry Form	Lets you select an askSam Entry Form and imports your data into fields in the Entry Form. If you do not select an Entry Form, you simply enter field names for the data at the top of each column.  To skip a column when importing, choose “Skip” in the column header. “Skip” is at the bottom of the drop down list in the column header. When askSam imports the data, it will skip this column.
6.	Set up field names in the columns and choose NEXT.

The last wizard screen will appear.

This screen lets you save the wizard settings for future use. If you’ll be importing more delimited data with this format, choose YES, and save the settings. The next time you need to import this type of data, select the "Stored Settings" option in the Import Dialog to recall these settings.

7.	Choose FINISH.

A Message Box will appear showing the status of the Import. When the import is complete, the last item imported is displayed.

8.	Choose CLOSE to close the Import Status Dialog Box.


Importing Fixed Width Data

Fixed Width data is a convenient way to transfer data between applications. Most spreadsheets and many database save their data in Fixed Width format.

To import Fixed Position data into askSam:

1.	Choose FILE · IMPORT.

The Import Dialog Box will appear.

2.	Choose the File Type option and select "Text Delimited".

3.	Enter the name of the file you wish to import and choose IMPORT.

The Delimited Import Wizard will appear.

In the first screen of the wizard, you can set the following options:

OPTION	DESCRIPTION
Original Data Type	Specifies whether the data you are importing is “Delimited” or “Fixed Width”. askSam will auto-detect the format, and default to the appropriate option.
Start import at row	Sets the row number where you want to start importing data. This is useful if the first row or rows contain field names or other header information.
Use first row as column names	If checked, the wizard will use the data in the first row as field names for the data.
4.	Set the options in the wizard and choose NEXT.

The second wizard screen will appear.

This screen lets you set the fields widths for the data you are importing. To indicate where a new field starts, click with the mouse on the desired column.

5.	Click to set the field width for each of fields and choose NEXT.

The third wizard screen will appear.

This screen lets you enter field names for the data that you are importing:

OPTION	DESCRIPTION
Import fields into Entry Form	Lets you select an askSam Entry Form and imports your data into fields in the Entry Form. If you do not select an Entry Form, you simply enter field names for the data at the top of each column.  To skip a column when importing, choose “Skip” in the column header. “Skip” will be the last item in the column header dropdown list. When askSam imports the data, it will skip this column.
6.	Set up field names in the columns and choose NEXT.

The last wizard screen will appear.

This screen lets you save the wizard settings for future use. If you’ll be importing more delimited data with this format, choose YES, and save the settings. The next time you need to import this type of data, select the "Stored Settings" option in the Import Dialog to recall these settings.

7.	Choose FINISH.

A Message Box will appear showing the status of the Import. When the import is complete, the last item imported is displayed.

8.	Choose CLOSE to close the Import Status Dialog Box.


Exchanging Information Between askSam Files

You can use askSam's Import and Export functions to transfer information between askSam files.

•	Export the Documents you want in your other file in askSam 4 format (use the "Select Documents" command to export only selected Documents).

•	Open the askSam file into which you want to import the information.

•	Import the information as the askSam 4 file type.


Exporting a Subset of Documents

To create a new askSam database from a subset of documents in an existing database:

1.	Open the file containing the Documents you want to export.

2.	Choose FILE · EXPORT.

A Menu containing five Options will appear.

3.	Choose SELECT DOCUMENTS.

The Search Dialog will appear.

4.	Enter a request to retrieve the Documents you want to export.

5.	Choose OK.

The Export Dialog Box will appear.

6.	Enter a name for the file you are exporting.

7.	Choose the File Type Option and select askSam 4 (*.ask).

8.	Choose OK.

A Message Box will appear and your data will be exported.

9.	Choose CLOSE when the export is complete.

A new askSam file has been created. Choose FILE · OPEN to view it.

NOTE:

When you export in askSam 4 format, the Entry Forms, Reports, and File Settings from the original file are transferred to the new file.


Exchanging Information with the DOS version of askSam

If you are using both the DOS and Windows versions of askSam, there is a simple way to transfer information between the two programs.

When Importing or Exporting from the Windows version, follow the instructions above, but be sure to select the "askSam DOS" option under File Type when you Import or Export data. This corresponds to SAM mode in the DOS version. It saves the information defining Document boundaries.

When Importing or Exporting in the DOS version, use SAM mode and follow the instructions in the askSam DOS Manual.

NOTES:

1.	askSam 4 can read files created by the DOS version. If, however, you open these files, they will no longer be accessible to the DOS version.

2.	The DOS version of askSam does not support the variety of formatting information supported in the Windows version. When you transfer data from the Windows version to the DOS version, formatting information is removed.


Aranging and Outputting your Information
Arranging and Outputting your Information

There are many ways to Sort and Output lists in askSam. The Report Writer provides the most comprehensive methods, but the commands in the ACTIONS menu give you the basics.


Sorting

askSam can Sort Documents alphabetically, numerically, or by date.

To Sort Documents in a File:

1.	Choose ACTIONS · SORT.

The Sort Dialog Box will appear.

2.	Select the name of the field to use for the Sort. (See Note 3.)

3.	Select the Field Type. You can choose from:

SORT TYPE	DESCRIPTION
TEXT	Sorts in alphanumeric order.
DATE	Sorts by date
NUMERIC	Sorts numerically
4.	Select additional Modifiers for your Sort. The Modifiers are:

MODIFIER	DESCRIPTION
ORDER	Determines whether to sort in ascending or descending order.
SORT ON	Determines whether to sort on: the entire field, last word in field, first word in field, or the first word in the Document.
IGNORE CASE	When turned on, sort ignores case.
IGNORE ARTICLES	When turned on, sort ignores the articles "A", "An", and "The".
5.	Repeat steps 2, 3, and 4 for each field you want included in the Sort List.

6.	Choose OK to sort.

The Search Results Window will open in the bottom part of the screen. The Documents in the file will be listed in the Search Results Window in the order specified in the Sort command.

NOTES:

1.	The Sort Command does not change the physical order of the Documents in your file. They are just displayed in a sorted order on the screen. (To change the physical order, see Saving A File In Sorted Order.)

2.	Dates of varying formats can be mixed in a file and will still be understood. For example, askSam can compare, sort and evaluate a file with dates such as July 30th, 2000, 30 JUL. 2000, Sun, 30 Jul 2000, and 07-30-2000 mixed throughout the file.

3.	If field names do not appear in the Field List, check two things:

•	An Entry Form must be defined containing the field names.

•	The Field Character setting in the FILE · PROPERTIES Dialog Box must contain the proper Field Character.

4.	askSam can properly sort dates from multiple centuries.

5.	The "Last Word in Field" setting in the SORT ON column is useful when you have a name field containing first and last name (for example: Name[ Vincent Verges). If you are entering names with suffixes (such as Jr., M.D., or Ph.D.), press CTRL+SPACE to insert a hard blank between the name and the suffix. This prevents the field from sorting on the suffix. CTRL+SPACE inserts a blank, non-printing character into the Document.


Saving a File in a Sorted Order

To actually save the Documents in a file in sorted order, use the EXPORT Command to save a copy of the file.

To Save a Sorted Copy of a File:

1.	Choose FILE · EXPORT.

2.	The export sub-menu will be displayed.

3.	Choose SELECT DOCUMENTS.

4.	The Search Dialog will appear.

5.	Choose CLEAR ALL to clear any selection criteria from the Search List.

6.	Choose the Sort Selected Documents checkbox.

7.	The Sort Dialog Box will appear.

8.	Enter your Sort.

9.	Choose OK.

10.	You will return to the Search Dialog Box.

11.	Choose OK.

12.	The Export dialog box appears.

13.	Enter a name for the sorted file.

14.	Choose the askSam 4 (*.ask) format in the File Type field.

15.	Choose OK.

The file will be sorted and exported to the file name that you entered. When the export is complete, you can open the new file as a normal askSam file.

NOTE:
When you export a Document in askSam (.ASK) format, the Entry Forms, reports, and file settings from the original file are transferred to the new file.


Outputting the Contents of a Field

askSam allows you to quickly output the contents of any Field contained within a file:

1.	Choose ACTIONS · FIELD · OUTPUT.

The Output Field Dialog Box will appear.

2.	Enter the name of a field (or select it from the field list). If the field is longer than a single line, check the "Long Field" option.

3.	Choose OK.

askSam will open a new window containing the contents of the field you selected. If you double click on any line in this list, you return to the Document containing the information in that line. You can print, edit, and save this list as a normal askSam file.

NOTES:

1.	You can also output the contents of a field by typing the field name in the Search Line and pressing ENTER.

2.	For more sophisticated output capabilities, such as sorting lists, or outputting multiple fields, see the section on the askSam Report Writer or the description of Customizing the Search Results Window section on Searching.


Outputting with the Show Command

Like the proximity search, the SHOW command enables you to output using the natural elements contained within blocks of text.  With the SHOW Command, it is possible to output sentences, lines, or paragraphs which contain specific words or phrases. For example, you could search through the complete testimony of the Iran-Contra hearings for every line containing the phrase "Oliver North".

Using the SHOW Command

1.	Choose ACTIONS · SHOW.

The Show Dialog Box will appear.

2.	Enter the word or phrase you wish to locate.

askSam uses this word or phrase to locate specific elements to output for each Document.

3.	Enter a number in the quantity field.

This number determines how many words, sentences, lines, or paragraphs will be output.

4.	Choose Words, Sentences, Lines or Paragraphs for the Structure.

5.	Choose a Direction.

The choices are: Before, After, On Either Side Of, or Containing. This selection defines how much text will be output.

•	If you select CONTAINING, only the sentence, line, or paragraph containing the specified word or phrase will be output.

6.	Set the following options:

OPTION	DESCRIPTION
TYPE OF SHOW	Defines what will be output in the show command. "Word or Phrase" outputs the sentence, line, or paragraph containing the word or phrase you enter.  The "First Structure" outputs the first word, sentence, line, or paragraph from Documents containing the word or phrase you enter.
OUTPUT ALL OCCURRENCES	Outputs all occurrences of the word or phrase in a Document, or outputs only the first occurrence of the word or phrase in a Document.
RETAIN LINE BREAKS	Retains the line breaks from the original Document, or re-wraps the text when it’s output.
7.	Choose OK.

askSam will output the information to a new window. If you double click on any line in this window, you return to the Document containing the information in that line. You can print, edit, and save this list as another askSam file.

Example

To search your information and output all paragraphs containing the phrase "illegal search":

1.	Choose ACTIONS · SHOW.

2.	Enter: illegal search.

3.	Choose the option "Paragraphs" and the option "Containing word or phrase".

4.	Choose OK.

5.	Paragraphs containing the phrase "illegal search" are output to a new window.

NOTE:

You can define how the information output by the SHOW command is separated. The "Search Line Output Separator" option in the FILE→PROPERTIES menu defines how information from different Documents is separated.

The Show Command is also available in the Report Writer.


Using the Total Field Command

askSam can quickly determine the sum of a field.

To Total Values In A Field:

1.	Choose ACTIONS · FIELD · TOTAL.

The Total Dialog Box will appear.

2.	Enter the name of the numeric field.

To choose from a Drop Down List of fields, click on the arrow to the right of the Entry Area or press ALT+DOWN ARROW.

3.	Set the Total modifiers:

MODIFIER	DESCRIPTION
LIST AMOUNTS	When this modifier is checked, askSam outputs not just the total, but also lists the numbers from each field used in the total.
FIRST VALUE ONLY	When the specified field occurs several times in a single Document, askSam uses all the values in the calculation.  With this modifier is selected, only the first occurrence in each Document is used.
4.	Choose OK.

askSam totals the contents of the specified field throughout the entire file and displays the sum.

NOTE:
If a list of field names does not appear in your drop down Menu, check two things:

An Entry Form must be defined containing the field names.

The Field Character setting in the FILE · PROPERTIES Dialog Box must contain the proper Field Character.


Using the Count Word or Phrase Command

The Count Word or Phrase Command serves two purposes:

1.	By default askSam counts all the occurrences of a Word or Phrase in an askSam file (even if they occur several times in individual Documents).

2.	askSam can also count the number of Documents that contain a word or phrase in an askSam file.

To Count Words or Phrases

1.	Choose ACTIONS · COUNT WORD OR PHRASE.

The Count Word Dialog Box will appear.

2.	Enter the word or phrase you wish to count.

3.	Choose either:

"Count All occurrences of word/phrase" or

"Count # of Documents with word/phrase"

4.	Choose OK.

askSam counts according to the option you’ve selected. A new window is open, and the resulting number is displayed.


Outputting Printed Information

askSam offers you a variety of ways to print your information. These printing options fall into two categories depending on how you want your printed output to appear:

AS ENTERED - The contents of a single Document, selected Documents, selected text, or all Documents in a file can be printed as you entered them.

AS A REPORT- Print a Report when you want to print a particular view of your information that can include totals or summaries. (For details on how to create these Reports, see the Reports section of the help.)

See also:

The Page Layout

The Print Dialog

Printing a Single Document

Printing All of the Documents in a File

Printing Selected Documents

Printing Documents Selected by a Stored Search

Printing Reports

Printing Mail Merge Documents

Cancelling a Print Job

Changing Printers


Preparing to Print - The Page Layout

askSam prints Documents as they appear on the screen. Fonts, alignment, and attributes will all be printed as you see them. The command FILE · PAGE SETUP lets you define page size, page orientation, and margins for your Documents.

To Define the Page Layout:

1.	Choose FILE · PAGE SETUP.

2.	The Page Setup Dialog Box will appear.

Set the following options:

OPTION	DESCRIPTION
PAPER	Sets the paper size and the source. The source specifies where the paper you want to use is located in the printer.
ORIENTATION	Specifies how the Document is positioned on the printed page. You can choose either portrait or landscape
MARGINS	Sets the top, bottom, left and right print margins for all the Documents in an askSam file.
PRINTER button	Changes printers or specific settings for the selected printer.
Choose OK.

NOTE:
To see how your Document will be broken into pages before you print, turn on "Background Pagination" in the TOOLS?OPTIONS menu.


The Print Dialog

The Print Dialog Box controls printing in askSam. It appears whenever you select one of the Print commands in the File Menu - printing a single Document, printing all Documents, printing selected Documents, printing reports, printing Mail Merge Documents.

The settings in the Print Dialog include:

SETTING	ACTION
NAME	Lists the printers installed on your computer. Lets you select another printer.
PROPERTIES button	Displays a menu of settings for the currently selected printer.
PRINT TO FILE	Saves the Document or Documents you print as a printer file.
PRINT RANGE	Prints all pages, specific pages, or a selected text passage.
COPIES	Print multiple copies of the print job.   The default setting is 1.


Printing a Single Document

Whenever an askSam Document displays on your screen, it can be printed:

1.	Choose FILE · PRINT (or press CTRL+P).

2.	The Print Dialog Box will appear.

3.	Choose OK.

A Dialog Box will appear, telling you that askSam is printing. The Document will be printed.

NOTE: You can also access the Print Dialog Box by clicking on the Print Button [image] in the Tool Bar.


Printing All of the Documents in a File

To print all Documents in an askSam file:

1.	Choose FILE · PRINT OTHER · ALL DOCUMENTS.

2.	The Print Dialog Box will appear.

3.	Choose OK.

A Dialog Box will appear, telling you that askSam is printing. Documents are printed in the order in which they occur in the file.


Printing Selected Documents

askSam allows you to search your file for specific Documents and print only these Documents.

1.	Choose FILE · PRINT OTHER · SELECTED DOCUMENTS.

The Search Dialog Box will appear. This dialog allows you to combine askSam's search functions to search for a specific group of Documents.

EXAMPLE: You could select Documents with dates from September 1, 2000 to October 31, 2000 where the words "Gore" and "Bush" appear in the same paragraph. Click here for more information on the Search Dialog Box.

2.	Enter your search criteria and choose OK.

The Print Dialog Box will appear.

3.	Choose OK

A Dialog Box will appear, telling you that askSam is printing. Documents are printed in the order in which they occur in the file.


Printing Documents Selected By A Stored Search

askSam allows you to print the Documents selected by a stored search request.

1.	Choose FILE · PRINT OTHER · STORED SEARCH.

2.	The Stored Search Dialog Box will appear.

3.	Select the Stored Search you want to run and choose the Run button

4.	The Print Dialog Box will appear.

5.	Choose OK

A Dialog Box will appear, telling you that askSam is printing. Documents are printed in the order in which they occur in the file.


Printing Reports

The Report option in the Print Other menu allows you to select a previously defined Report and print the report output. You can create, edit, and run reports from the Tools menu.

To print a report:

1.	Choose FILE · PRINT OTHER · REPORT.

2.	A list of Report names for this file will appear.

3.	Choose the Report you want to print and choose the Run button.

4.	The Print Dialog Box will appear.

5.	Choose OK.

A Dialog Box will appear, telling you that askSam is printing.  The Report will be output and printed.

NOTE:
The "Keep docs together, printing reports" option in FILE · PROPERTIES affects the way reports are printed. When you print a report containing multiple Documents, this option prevents a single Document from being split onto separate pages.


Printing Mail Merge Documents

The command FILE · PRINT OTHER · MAIL MERGE lets you print Mail Merge Documents. See Mail Merge for details.


Cancelling a Print Job
Canceling a Print Job

If you wish to cancel printing, press ESC or chose the Abort Printing button in the dialog box that appears during printing.


Changing Printers

askSam prints using the default printer which is defined in the Windows Printer Setup. If you want to use another installed printer:

1.	Choose FILE · PRINT.

2.	The Print Dialog Box will appear.

3.	Select the "Name" field and choose from the list of installed printers.

4.	Choose OK.

askSam now prints to the newly selected printer.

NOTES:

If the printer you wish to install is not listed, you must use the Windows Printer Setup to install a new printer driver.

If you have trouble printing please check the following:

Is your printer turned on and on-line?

Are the printer and port information displayed in the Print Dialog correct? If not, choose Printer Setup and select the correct printer.

Is Windows printing properly? Try printing from another Windows application (such as WordPad). If you cannot print from this application, use the Windows Printer Setup to install the proper printer and port.


What is a Report?

askSam Reports let you view information from multiple Documents in an organized and summarized manner. To create a Report you need to decide:

•	What Documents you will select to include in the Report.

•	How these Documents will be sorted and grouped.

•	What fields you’d like included in the Report.

•	How the Report will be laid out.

Once you know this information, creating, editing, and running a report is simple.

Reports are stored as Report Documents in your askSam file. A single askSam file may contain many different Reports, each designed to serve a specific purpose.


The Report Editor

When you create a new Report or edit an existing Report, you enter the Report Editor. The Report Editor is where you design your Report. You define the selection criteria, sort order, and layout.

When you switch to the Report Editor, you’ll notice the following changes on your screen:

•	The Report menu is replace the Document menu.

•	The Search Line is replaced by the Report toolbar

•	The Field List is opened. A list of the fields in your file will be displayed.

You exit the Report Editor and return to Data Documents by choosing REPORT · CLOSE.


Creating a New Report

Reports are created from the Report Manager Dialog Box. The Report Manager lets you create a new Report, and switches to the new Report Document. You can then take the steps necessary to create the report:

•	Select Documents to include in the Report

•	Sort and group the Documents

•	Define a layout for the Report.

A Report does not require all three of these elements. In fact, a Report may consist of any one element, any combination of elements, or all three elements combined.

To Create A New Report:

1.	Choose TOOLS · REPORTS (or press CTRL+R).

The Report Manger Dialog Box will appear.

2.	Enter a name for the Report and choose the Create button.

A new Report Document will be created, and you switch to the Report Editor.

When you switch to the Report Editor, you’ll notice the following changes on your screen:

The Report menu replaces the Document menu.

The Search Line is replaced by the Report toolbar

The Field List is opened. A list of the fields in your file will be displayed.

Report Editor

3.	Documents will be included in the report. You can choose either:

COMMAND	DESCRIPTION
ALL	All Documents are output in the report.
SEARCH	Lets you select which Documents are output in the report by entering a search request.
STORED SEARCH	Lets you select which Documents are output in the report by choosing a stored search request. The report uses this stored request to select the Documents that are output.
REMEMBERED	Lets you use a Remembered List to select the Documents that are output by the report.
NOTE: The REPORT menu is only displayed when you switch from Data Documents to Report Documents. You can switch by creating a new report or by choosing VIEW · DOCUMENT TYPE · REPORTS.

4.	Choose REPORT · SORTING AND GROUPING to set how the Documents in your report will be sorted and grouped.

The Sorting and Grouping Dialog Box will appear. (The chapter on Sorting and Outputting Lists describes the Sort Dialog Box and Grouping is described in detail later in this chapter.)

5.	Enter your Sort command and choose OK

You are now ready to define the layout for your report. You can insert fields, define which fields will be totaled and grouped, as well as define headers and footers. The complete features will be described later in this chapter. This example will show you how to insert a field.

6.	Select the field you want to place in your report from the Field List. Drag and drop the field name to the position where you want it in your report.

7.	Repeat step 6 until you have placed all the fields you want in your report.

8.	Choose FILE · SAVE (or press CTRL+S) to save the report.

9.	To run your report, choose REPORT · RUN.

The report will be run and output to a new Window. See "Running a Report" for details.

NOTES:

1.	There are various formats and report settings that affect the appearance of your report.

2.	When a report outputs information from multiple Documents, you can define a separator to be inserted between the information from those Documents

3.	After you place a field in a report, you can use the mouse to drag and drop the field in a new position.


Designing a Report

When you design a Report, there are several questions that must be answered. These include:

Which Documents will supply the information in your Report?

Will the information be sorted and/or grouped?

What information from the Documents will be used and how will this information be presented?


Selecting Documents to Include in a Report

When you create or edit a report, you can select which Documents are included in a report. The SELECT DOCUMENTS command in the REPORT menu offers the following options:

COMMAND	DESCRIPTION
ALL	All Documents are output in the report.
SEARCH	Lets you select which Documents are output in the report by entering a search request.
STORED SEARCH	Lets you select which Documents are output in a report by choosing a stored search request. The report uses this stored request to select the Documents.
REMEMBERED	Lets you use a Remembered List to select the Documents that are output by the report.


Adding Prompts to a Search Request

Prompts allow users to modify the Documents that are selected each time a report is run. Each search type in the Search Dialog contains a prompt option. There is also a generic Prompt button in the Search Dialog when accessed from the Report Writer.

Defining a prompt is simple. You enter a text you want to appear when the Report is run. You can also define a default value in case the user chooses OK without entering a prompt. Each time the Report is run, a dialog box will appear containing the prompt and asking the user for input.

To Add a Prompt to a Request:

1.	Choose TOOLS · REPORT and create or edit a Report.

2.	Choose REPORT · SELECT DOCUMENTS · SEARCH

The Search Dialog Box will appear.

3.	Choose a Search Button (either Field, Date, Numeric, or Proximity)

The Dialog Box for the search you chose will appear.

4.	Choose the Prompt option.

The Prompt Dialog Box will appear.

5.	Enter the text you want to appear when the report is run. This text will prompt you for your selection. For example: Enter a Client Number:

6.	Enter a Default prompt. The Default prompt is used if the user chooses OK without entering a prompt. Entering a Default prompt is optional.

7.	Choose OK.

You return to the Search type that you selected.

8.	Define the rest of the settings for your search and choose OK.

9.	Choose OK to close the Search Dialog Box.

When you run your Report, a Dialog Box will appear asking "Enter a Client Number:" Type in a number and choose OK.

NOTES:

1.	There is an example Report with a prompt in the SAMPLE_REPORTS.ASK file.

2.	The default prompt determines what askSam searches for if the user chooses OK without entering a prompt. If you enter an asterisks ( * ) as the default prompt for a Search in Field, askSam will retrieve all Documents.

3.	The Prompt button in the Search Dialog lets you define a prompt without using one of the other search dialogs (Numeric, Date, Field, Proximity). If you use the Prompt button askSam does a full-text search for the word or phrase entered at the prompt.


Sorting and Grouping Documents In A Report

When you create or edit a Report, you can define how the Report should be sorted and grouped. Choose REPORT → SORTING AND GROUPING to choose the fields you wish to sort and group on.


Editing a Report

You can edit, run, or delete reports from the Report Manager.

To Access The Report Manager:

Choose TOOLS · REPORTS (or press CTRL+R).

The Report Manager Dialog Box will appear.

The Buttons in the Report Manager have the following functions:

BUTTONS	FUNCTION
RUN	Runs the Selected report.
EDIT	Switches to the Report Editor, and opens the report you selected.  You can modify the selection criteria, change sort order, or add, delete, reposition, or format fields. See Report Layout later in this chapter for details.
CREATE	If you enter a new name, the Create button switches to the Report Editor and creates a new report.
DELETE	Deletes the selected report.


Running a Report

Once you have defined a Report, you can run it at any time.

To Run A Report:

1.	Choose TOOLS · REPORTS (or press CTRL+R).

2.	Choose the name of the Report you want to run.

3.	Choose the RUN button.

The Report you selected is run and one of three things will happen:

If you defined a layout for the Report -

The Report Output window will open and the Report will be displayed in this window. If you double click on any line in the Report, you return to the Document containing the information in that line. By choosing the "Switch Back to Original File" button (or pressing CTRL+TAB), you can move between the Report and your askSam file. You can also Print, Edit, and Save the contents of the Report.

If you created a Report with a Search or Sort request but without a layout -

The Search Results Window will open at the bottom of the screen. The Documents selected by the Report are listed in the Search Results Window. The first selected Document will be displayed in the top portion of your screen.

If askSam does not find any Documents that meet your search criteria -

A Message Box will appear informing you that no matches were found. If this happens, check your selection criteria.

NOTE:

You can also set a Hypertext Link to Run a Report.


Renaming a Report

You can easily change the name of an existing Report.

To Rename a Report:

1.	Choose TOOLS · REPORTS (or press CTRL+R).

The Report Manager Dialog Box will appear.

2.	From the list of Report names, choose the Report you want to rename and choose the EDIT button.

3.	Choose REPORT · PROPERTIES.

The Report Properties Dialog Box will appear.

4.	Change the Document name and choose OK.

The Report will be renamed to the name that you specified.


Deleting a Report

When a Report is no longer necessary, you can delete it from the Report Manager.

To Delete A Report:

1.	Choose TOOLS · REPORTS (or press CTRL+R).

2.	The Report Manager Dialog Box will appear.

3.	From the list of Report names, choose the Report you want to delete.

4.	Choose the Delete Button.

A Message will appear asking you to confirm your decision.

5.	Choose Yes.

The Report will be deleted.

NOTES:

1.	If you mistakenly delete a Report, you can undelete it (provided you’ve not packed the file since the Report was deleted). To undelete a Report, go to the Report Documents (by choosing VIEW · DOCUMENT TYPE · REPORTS) and then choose REPORT · VIEW DELETED REPORTS.

2.	Whether deleting Reports or Documents, you should pack your file after multiple deletions. Packing compresses and optimizes the file.


Report Links

When a Report is output to a window, the information in the Report remains linked to the information in your file. You can double click on any line in the Report, and you return to the Document containing the information you clicked on. Your Report remains open in another window. By pressing CTRL+TAB you can move between your file and the Report. This is a convenient way to generate an overview of the information in your database and jump back to specific Documents.


The Report Menu

When you enter the Report Editor, the Report menu replaces the Document menu. The Report menu contains the following commands:

COMMAND	FUNCTION
ADD	Adds a new report.
ADD OTHER	Adds a new report, a duplicate of the current report, a new Entry Form, or a new Mail Merge Document.
CLOSE	Closes the Report Editor and returns you to the first Data Document in your file.
DELETE	Deletes the current report.
VIEW DELETED REPORTS	Lists deleted reports and lets you undelete them. Reports are permanently deleted from a file when you pack.
SELECT DOCUMENTS	Defines the selection criteria for your report.
SORTING AND GROUPING	Defines how the report will be sorted and grouped.
RUN	Runs the current report.
INSERT FIELD	Inserts a field at the current cursor position.
SHOW	Inserts the Show command at the current cursor position. The Show command outputs a text passage based on its proximity to a word or phrase. For example: Show all sentences containing the word “impeachment”.
IF STATEMENT	Defines conditional logic for your report. The IF statements sets up the logic and opens appropriate windows in your report layout.
COUNT DOCUMENTS	Inserts the Count Documents command at the current cursor position. The Count Documents command displays the number of Documents selected by your report.
NUMBER DOCUMENTS	Inserts the Number Documents command at the current cursor position. The Number Documents command numbers the Documents output in your report.
RESET ROW	Inserts the Reset Row command at the current cursor position. The Reset Row command is used to output multiple columns in reports (used most often for printing labels).
SET HYPERTEXT LINK	Sets a Hypertext Link on a selected text or field in the report.
CLEAR HYPERTEXT LINK	Removes a Hypertext Link from a linked text or field.
REPORT HEADER	Opens the Report Header window. The Report Header lets you enter a text that is output at the beginning of a report.
REPORT/GROUP FOOTERS	Lets you select Report and Group Footers for your report. Group Footers are texts that are output at the end of each group. The Report Footer is a text that is output at the end of the report.
OUTPUT SEPARATOR	Opens the Output Separator window. The Output Separator defines what will be displayed between Documents when a report is output.
VIEW FIELD LIST	Turns the Field List Dialog Box on and off.
PROPERTIES	Displays the Report Properties. The Report Properties let you rename and define settings for your report.


Creating a New Report from an Existing Report

Many Reports are of a similar nature. Once you have created a Report, you can define new Reports using this existing Report as a basis.

To Create A New Report From An Existing Report:

1.	Choose TOOLS · REPORTS (or press CTRL+R).

2.	The Report Manager Dialog Box will appear.

3.	From the list of Report names, choose the Report you want to copy and choose the EDIT button.

4.	Choose REPORT · ADD OTHER · DUPLICATE.

5.	The Report is copied and the copy is displayed on your screen.

6.	Make the desired changes to the Report.

7.	Choose FILE · SAVE to save the Report.

8.	A Dialog Box will appear prompting you to enter a name for the Report.

9.	Enter a name for the new Report and choose OK.

The Report will be saved under the new name that you entered.

NOTE: Copying a Report creates a new copy of the Report in the same file. You cannot copy an entire Report to another file.


Exporting a Report

You can export Reports output in various formats.

To Export a Report:

1.	Choose FILE · EXPORT.

A menu containing five options will appear.

2.	Choose REPORT.

3.	The Run Report Dialog Box will appear containing a list of Reports.

4.	Select the Report you want to Export and choose RUN.

5.	The Export Dialog Box will appear. (See the section on Exporting for detailed instructions on using this dialog box.)

6.	Enter a name for the file you are exporting.

7.	Set "Export Type" to the file format you want for the Report.

8.	Choose SAVE.

The Report will be exported.


TroubleShooting Reports

The following is a list of commonly asked questions about Reports. We have a lot information like this available in the FAQ section on our Web site (http://www.askSam.com/faq/)

The answers may help solve some problems you may encounter while creating and running Reports.

Question: When I run my Report, the message "No Matches Found" appears and my Report is not output.

Answer: This indicates that askSam is not locating any Documents meeting your selection criteria. Check the following:

Check the Search defined for your Report. Execute the same Request from the Search Dialog in the Actions Menu. Are any Documents retrieved? If not, check the Request step-by-step until you locate the problem.

If your Search is correct, check your Sort definition. If you attempt to sort on a field which does not exist, the No Matches Found Dialog Box will appear.

In the Report Editor, choose REPORT · PROPERTIES, select the SETTINGS tab, and check the Match Case setting. If this setting is set to "Yes", set it to "No" and try again.

Question: I have a field Title[ that is two lines long. When I place the field in a Report, only the first line is output.

Answer: When you place your Title field, define it as a Multiple Line Field. Do this by clicking on the button after the field, and change the "Field Length" setting from Single Line to Multiple Line.

Question: Sometimes when I output a multiple line field, the field that follows it is also output.

Answer: When you output a multiple line field, the field outputs information until it reaches the character ] (closing bracket). If your multiple line field is not ended by a bracket, the information from the next field will be considered part of the multiple line field. You have two options to correct this situation:

Insert the ] Character in your Documents.

Click on the button after the field, and set the "Field Terminator" setting to another field terminator, for example, a blank line.


Undeleting a Report

If you accidentally delete a Report, askSam lets you recover this Report using the UNDELETE command. You can only undelete a Report if you have not packed the file since the Report was deleted.

To Undelete A Report

1.  Choose VIEW → DOCUMENT TYPE

2.  Choose  REPORT

3.  Then Choose REPORT?VIEW DELETED REPORTS

Select the name of the Report you wish to undelete.

4.  Choose UNDELETE

The Report you selected will be undeleted.


What is a Report?

askSam Reports let you view information from multiple Documents in an organized and summarized manner. To create a Report you need to decide:

•	What Documents you will select to include in the Report.

•	How these Documents will be sorted and grouped.

•	What fields you’d like included in the Report.

•	How the Report will be laid out.

Once you know this information, creating, editing, and running a report is simple. Reports are stored as Report Documents in your askSam file. A single askSam file may contain many different Reports, each designed to serve a specific purpose.


Report Layouts

You design and edit the layout of your Reports by switching to Report Documents (by choosing to edit or create a Report). The screen looks similar to the standard askSam screen, but the Report Toolbar replaces the Search Line and a list of field names is added to the bottom right of the screen. You have complete control over the layout of your Report. You choose the fields to include in the Report, where the fields should be positioned, and how the Report should be formatted.

NOTE: To create a Report you can use the mouse, menus, and buttons to place fields and other commands into the Report. You can also simply type field names into the Report.


Placing Fields in a Report

Placing Fields In A Report

Field placement is the major task when designing a Report. askSam allows you to position fields by Dragging them from the Field List and placing them in your Report. You can also type field names directly into the Report. When you run a Report, the contents of the field will be output where the field name appears in the Report layout.

To Place Fields In A Report:

Switch to the Report Document Type (by creating a new Report or by editing an existing Report).

Select the field you want from the Field List and Drag it to the proper position in the Report (or choose REPORT · INSERT FIELD).

To Drag a field, place the mouse pointer on the field name. Press and hold down the left mouse button while moving the mouse to the desired position. Then release the button.

The field name will be inserted.

You can position fields using tabs or by inserting spaces. When you drag a field from the Field List, the field will be positioned using a tab.

Click on the button after the Field Name to modify settings for the field. (The Field Settings are described in the next section.)

Repeat this for any other fields you want included in your Report.

NOTES:

1.	If you are not using a mouse, there are two alternative methods for placing a field in the Layout Editor:

You can move the cursor to the position where you want the field and type the field name. The section "Report Layouts" provides more information.

2.	Place the cursor in the Report screen where you want to insert the field.  Then choose REPORT · INSERT FIELD (or press ALT+P). Select the field name you want to insert and the settings for the field. Choose OK.

3.	The Field List displays a list of field names. This list comes from the fields listed in the Entry Form. If the Field List is not displayed, exit the Report Menu, choose TOOLS · ENTRY FORM and add field names to your Entry Form. See the Entry Forms section for more information.

4.	When a field is placed in a Report, the contents of that field will be output starting where the first letter in the field name is placed.


Field Settings

The Insert Field Dialog Box serves two purposes. It lets you insert fields into a Report, and it lets you define settings for the fields. You access the Insert Field Dialog Box by choosing REPORT · INSERT FIELD or clicking on the button that appears after a field (or placing the cursor immediately after the field and pressing CTRL+ENTER).

To Define Settings For A Field:

1.	Click on the button after the field you want to modify.

The Insert Field Dialog Box will appear.

2.	Modify any of the following settings and choose OK.

SETTING	DESCRIPTION
Field Length	Selects whether the field output in the report is a single line field (default value) or a multiple line field.
Wrap / Truncate Field	Determines whether the field is truncated or wrapped. You can wrap a field at the right margin (default value), or wrap it in a specific column. A field can also be truncated at a specific column.
Retain Line Breaks	Sets whether the field output will retain the original line breaks or wrap in the margins set in the report (default value). This setting is most important when you output a multiple line field.
Relative Spacing	When you insert a field in a report, the field can be output at the position where it is inserted (default value), or it can be positioned relative to the previously output field. For example, you might want to output the State field one space after the City field (Philadelphia, PA).
Conditional Field	Defines a set of conditions and how the field output should be affected by these conditions. For example, if the field is empty, output “N/A”.
Output Text Before	Enter a text to output before the field.
Output Text After	Enter a text to output after the field.
Group Field	Sets the field as a group field.
Total Field	Totals the field.
Required for Selection	If set to yes, your report will only include Documents that contain this field. The default value for this setting is No.
Output All Occurrences	Sets whether the report will output all occurrences of a field or only the first occurrence. The default value is No.
Field Terminator	Defines the character that designates the end of a field. The default value is the closing bracket “]”.
NOTE: Many of these settings are described in further detail in the next sections.


Field Length

In the Insert Field Dialog Box, the "Field Length" setting lets you define whether a field is single line or multiple lines.

Single Line - when askSam outputs a Single Line field, the information following the field name is output until a closing bracket "]" or the end of a line is encountered. In the Report Editor you’ll see:

Multiple Line - When a field is defined as multiple line, the information following the field name is output until a closing square bracket "]" is encountered or until the end of the Document.

A multiple line field does not necessarily have to contain multiple lines of information. Whatever information is contained in the field will be output. In the Report Editor you’ll see:

NOTES:

1.	The "Field Terminator" setting in the Insert Field Dialog Box lets you define what character terminates a field. You can also define a blank line as the field terminator.

2.	The "Retain Line Breaks" setting in the Insert Field Dialog Box determine whether the field output will retain the original line breaks or wrap in the margins set in the Report (default value). This setting is most important when you output a multiple line field.

3.	The SAMPLE_REPORTS.ASK file contains Reports using multiple line fields.


Wrap / Truncate Field

To prevent a field from overwriting the field that follows it, you can wrap or truncate the field. In the Insert Field Dialog Box, the "Wrap / Truncate Field" setting lets you define how a field will be wrapped or truncated.

Wrap at right margin – wraps the field contents when they reach the right margin of your report.  In the Report Editor you’ll see:

Wrap at column - wraps the field contents in a column. In the Report Editor you’ll see:

Truncate field to - truncates the field at the defined column. In the Report Editor you’ll see:

Example Report output with wrapped and truncated fields:

NOTE: The "Field Length & Wrapping" Report in the SAMPLE_REPORTS.ASK file provides an example of defining field lengths in a Report.


Spacing Between Fields

Fields are output starting in the column where the first letter of the field name is located.

Some reports, however, require one field to be positioned relative to the previous field. For example outputting a city field followed by a comma and then the state. To handle this, askSam allows you to define Relative Spacing. Relative Spacing allows you to place fields in a position relative to the preceding field.

Example:

To output a city, state format (e.g., Ann Arbor,  MI) from a database containing a City field and a State field:

1.	In the Report Editor select the City field from the Field List and Drag it to the proper position in the editor.

2.	Type a comma after the City field (or click on the button following the City field and enter the comma in the "Output Text After" option).

3.	Select the State field from the Field List and place it after the City field.

4.	Click on the button that appears after the State field.

5.	The Insert Field Dialog Box will appear.

6.	Set the "Relative Spacing" setting to "1"

7.	Choose OK

8.	The Report will look like this:

NOTES:

1.	For a single space between fields you do not need to use the Relative Spacing command. Only when multiple spaces are involved is it necessary to use the Relative Spacing command.

2.	Relative Spacing permits a minimum value of 0 and a maximum of 30 characters between fields.

3.	The "Relative Spacing" Report in the SAMPLE_REPORTS.ASK file provides an example of relative spacing in a Report.


Output All Occurrences Of A Field

This Option determines how multiple occurrences of a field within a Document are handled.

If set to yes, all occurrences of a field are output.

If set to no, only the first occurrence of a field is output.

askSam is very flexible in the way you can define structure for your data. If, for example, you have additional telephone numbers you wish to enter into a Document containing only one phone field, you can simply add another field.

Name[ Reba Schnyder

Phone[ 215-555-4700

Phone[ 215-555-9237

With Output All Occurrences of a Field set to YES, the request:

Would output:

With Output All Occurrences of a Field set to NO, the request would output:


Placing Text in a Report

askSam allows you to insert text into Reports. These texts can be used as labels to describe parts of your Report, or they can be longer text passages (sentences, paragraphs, etc.)

There are two ways to enter text into a Report:

1.	You can use the "Output Text Before" and "Output Text After" settings in the Insert Field Dialog Box.

2.	You can type the desired text directly into the Report.

Adding Text with the "Output Text Before" and "Output Text After" Settings

1.	In the Report Editor, click on the button that appears after the field where you want the text inserted.

2.	The Insert Field Dialog Box will appear.

3.	Enter the text you want to insert in the "Output Text Before" and/or the "Output Text After" options. The text is inserted exactly as you enter it, so leave all necessary spaces at the beginning and end of the text.

4.	Choose OK.

You will return to the Report Editor. The text you entered is displayed in the Report.

NOTE:

Text inserted with the "Output Text Before" and "Output Text After" settings is only output in the Report if the associated field is not empty.


Typing Text in a Report

In the Report Editor place the cursor where you want the text inserted.

Enter the text.

If your text is longer than one line, askSam will automatically wrap the text to the next line. The standard edit (Cut, Copy, & Paste; Drag & Drop Editing, etc.) and formatting features are available.

NOTES:

1.	Texts you type into a Report are output for each Document output in the Report. If you wish to output a "Title" (or Header) for your Report, see the section on Report Headers and Footers.

2.	Graphics inserted in a Report are not output when the Report is run.

3.	To edit a text already in a Report, use the normal edit functions of the Report Editor.


Output Seperator
Output Separator

The Output Separator command lets you define a Separator that will output between Documents in your Report.

To Set the Output Separator:

Choose REPORT · OUTPUT SEPARATOR.

The Output Separator window will open in your Report.

Enter a blank line, line of characters (hyphens, underlines, etc), a page break, or other text that you want inserted between each Document output in the Report.

Example Report output with no Output Separator:

Example Report output with blank line as Output Separator:


Including Field Totals in a Report

askSam allows you to calculate the total of one or more fields in a Report. It is also possible to calculate subtotals, but this will be discussed in the Grouping Fields section.

To Place a Field and a Field Total in a Report:

1.	Place the field you want to total in the Report.

2.	Click on the button that appears after the field.

The Insert Field Dialog Box will appear.

3.	Choose the "Total Field" setting.

The Total Dialog Box will appear:

4.	Set the options in the Total Dialog Box and choose OK.

A plus symbol will appear after the field name indicating that this field will be totaled when the Report is run.

When you run the Report, the field is output for each Document and a total appears at the bottom of the Report.

Example Report with Total command:

Outputs:

NOTES:

1.	If you want numbers to be right aligned on aligned on the decimal place, set the field you are totaling on a decimal tab or a right aligned tab.

2.	The Total command has 3 modifiers that you set in the Total Dialog Box.

~ Numeric Format
~ Decimal Places
~ Character Style

The "Numeric Format" modifier affects the way the totals are formatted:

MODIFIER	DESCRIPTION	EXAMPLE
NUMBERS ONLY	Outputs a total without commas or currency symbol.	10000.00
NUMBERS W/ THOUSANDS SEPARATOR	Outputs a total with a thousands separator.	10,000.00
CURRENCY SYMBOL AND THOUSANDS SEPARATOR	Outputs a total with a thousands separator and currency symbol.	$10,000.00
The "Decimal Places" modifier defines how many decimal places will be output after a number. You can choose from 0 to 9.

The "Character Style" modifier lets you select a character style for the total. When the Report is output, the total will be formatted using this style.


Using the Show Command in Reports

The Show command enables you to output text in a Report even if the text you wish to output is not contained in a field. With the Show command it is possible to output sentences, lines, or paragraphs which contain specific words or phrases. For example, you could search through the entire testimony of the Iran-Contra hearings and output every line containing the phrase "Oliver North".

1.	Position the cursor where you want the Show command inserted in your Report.

2.	Choose REPORT · SHOW COMMAND

The Show Dialog Box will appear.

3.	Enter the Word or Phrase you wish to locate (or you can enter a prompt - see Note 1 for details).

4.	Enter a number in the quantity field.

This determines how many words, sentences, lines or paragraphs are output.

5.	Choose Words, Sentences, Lines, or Paragraphs.

6.	Choose a direction (Before, After, On Either Side Of, or Containing).

7.	This selection defines how much text is output.

8.	Set any other options you require in the Show Dialog Box.

9.	Choose OK

The Show command is inserted in your Report. IN the Report Editor you’ll see:

NOTES:

1.	Instead of entering a word or phrase, you can have the Show command prompt you to enter a word or phrase. There are two types of prompts you can use with the Show command.

2.	The "Use Last Prompt from Selection Criteria" option takes the prompt from the Search part of the report and uses it as the word or phrase in the Show command. This lets you select documents containing a specific word or phrase and just output the text around that word or phrase.

3.	The "Prompt" option prompts the user to enter a word or phrase for the Show command. The text entered in the prompt also determines which Documents are output in the Report.

4.	The "Wrap Output" option in the Show dialog determines how the text will be wrapped. By default, the text will wrap at the margins. You can also define a column in which the text will wrap.

5.	The "First Structure of each Document" option outputs the first Word, Sentence, Line, or Paragraph from your Documents.

6.	The SHOW report in the REPORTS.ASK file provides an example of  using the Show command in a Report.


Counting the Selected Documents
Counting Selected Documents

The Count Documents command counts the number of Documents selected by a request. When you include Count in a Report, the fields in your Report are output and following them the Count Documents command outputs the number of Documents selected by the Report. Count is very useful in combination with the Group function (described below). You will find more comprehensive examples of the Count Documents command included with the Group function.

To Count the Number of Documents Selected in a Report:

1.	From the Report Editor, place fields in your Report.

2.	Choose REPORT · REPORT/GROUP FOOTERS.

3.	The "Group Selection" Dialog Box will appear.

4.	Click on Report Footer and choose OK.

5.	The Report Footer window will open. We’ll insert the Count command in the Report Footer.

6.	Position the cursor in the Report Footer window where you want the Count command inserted.

7.	Choose REPORT · COUNT DOCUMENTS

The Count Documents command is inserted in your Report.

Example:

The Report Layout

will output:

NOTE:

The "Count" Report in the SAMPLE_REPORTS.ASK file uses the Count Documents command. Other reports in this file use the Count Documents command in conjunction with grouping. See the section on Grouping for details.


Numbering Documents in a Report

The Number Documents command numbers Documents as they are output in your Report.

To Number Documents in a Report:

1.	From the Report Editor, place fields in your Report.

2.	Position the cursor where you want the counter for each Document to be inserted.

3.	Choose REPORT · NUMBER DOCUMENTS (or type ^i)

4.	The Numbers Documents command (^i) is inserted in your Report.

Example:

The Report Layout

will output:

NOTE:
The "Numbered List" Report in the SAMPLE_REPORTS.ASK file uses the Number Documents command.


Grouping a Field

In many Reports you will want to do more than sort and output lists of fields. You may want to group your Documents. Grouping organizes and arranges documents providing you with an overview of your information. You can calculate totals and count a grouped field.

The following shows you a report where the SALES REP field is grouped:

You can group a report on any field you sort, and multiple grouping levels are permitted. When you group on more than one field, the groups are organized according to level. The first field you sort and group is level 1; the second field is level 2; etc.

In askSam you can use the group function to create subtotals or to summarize your information. This section will discuss the various uses of the group function. These examples use data and reports that are in a file called SAMPE_REPORTS.ASK that is included with askSam.

To Group and Subtotal a Field:

This example will create a report grouped on Sales Agent, with the Sales Agent's name, the names of the agent's clients, and the sale amount totaled.

1.	Choose TOOLS · REPORTS.

2.	The Report Manager Dialog Box will appear.

3.	Enter a name for the Report and choose OK.

4.	A new Report is created and you are in the Report Editor.

5.	Choose REPORT · SORTING AND GROUPING.

The Sorting and Grouping Dialog Box will appear. Sort on the field (or fields) that you will group. Make sure you set the "Group Field" option to Yes for each fields you want grouped.

In this example, only the AGENT[ field will be grouped. Define the sort on the Last Word in the AGENT[ field, and set the "Group Field" option to Yes. Then define a sort on the Last Word in the NAME[ field, and choose OK.

6.	Define the layout for the report by placing the fields in your Report.

7.	In this example, place the AGENT, NAME, and $ fields in the Report.

8.	Click on the button after the $ field.

9.	The Insert Field Dialog Box will appear.

10.	Choose the "Total Field" option to total the $ field.

11.	Choose OK to close the Insert Field Dialog Box.

Your Report Layout should now look like this:

This example outputs the following list:

NOTE:
The SAMPLE_REPORTS.ASK file contains example Reports using the Group command.


Group Footers

A Group Footer allows you to add text to totals and subtotals from the TOTAL and COUNT Commands. It also acts as a separator between the groups in a report. To insert a Group Footer, you choose the REPORT / GROUP FOOTER command in the REPORT menu.

Adding a Group Footer to the Previous Report:

1.	Choose TOOLS · REPORTS and choose the Report you created in the last section.

2.	Choose the EDIT button.

The Report will appear.

3.	Choose REPORT · REPORT / GROUP FOOTER.

The Group Selection Dialog Box will appear.

The Group Selection Dialog Box displays any Group Footer levels that are available and also lets you turn on the Report Footer. The Report Footer displays at the end of your Report.

4.	Select Group Footer 1 and Report Footer. Then choose OK.

The Group Footer and Report Footer windows will open.

5.	In the Group Footer window, enter text and/or the Count command.

For example: Place the text "Subtotal" in the Group Footer window.

6.	In the Report Footer window, enter text and/or the Count command.

For example: Place the text "Total" in the Report Footer window.

The layout of our sample report would look like this:

When the report is run, it outputs:

NOTES:

1.	If you wish to insert blank lines between your Groups, simply insert a blank line in your a Group Footer.

2.	The SAMPLE_REPORTS.ASK file contains example Reports using the Group command with Group Footers. The examples include Reports that contain multiple level Group Footers.


Counting in Groups

The Count Documents command can be used to count the number of Documents selected in each group. By inserting the Count Document command in any Group Footer or the Report Footer, the number of Documents in each group and the total number of Documents in the Report will be output.

To Insert the Count Documents Command:

1.	Position the cursor in the Group Footer where you want the Count inserted.

2.	Choose REPORT · COUNT DOCUMENTS.

The Count Documents command will be inserted.

Example:

This would output the following Report:

NOTE:
The SAMPLE_REPORTS.ASK file contains example Reports using the Group and Count commands.


Using the Count Documents Command for a Summary

You can use the Count Documents command to get a summary of your information. For example, perhaps you want a breakdown of how many accounts are located in what states along with the total number of accounts. To accomplish this:

1.	Create a new Report.

2.	Sort your Documents on the STATE field. Define this field as a "group" field in the Sort dialog.

3.	Insert the STATE field in the Report Editor.

4.	Place the Count Documents command several spaces after the STATE field.

The Report will look similar to the following screen:

This Report will output the following list:

NOTE:
The SAMPLE_REPORTS.ASK file contains example Reports using the Group and Count commands. The "Group - Summary Report of Countries" Report demonstrates how the Count Documents command can be used to create a summary report.


Headers and Footers in Reports

There are several different Headers and Footers that you can include in reports.

HEADER/FOOTER	DESCRIPTION
PAGE HEADER/FOOTER	Contains information that displays on the top or bottom of every page. They are used to include titles, column headings, page numbers, dates or any other information you want to repeat on every page. You can turn page headers/footer on and off by choosing VIEW · PAGE HEADER or VIEW · PAGE FOOTER.
REPORT HEADER	Contains information you want output at the beginning of your report. For example: the report title and column headings. You can turn the Report Header on and off by choosing REPORT · REPORT HEADER.
GROUP FOOTER	Group Footers are displayed between groups in your report. They are used to label subtotals, the Count command, and to separate groups. You can turn Group Footers on and off by choosing REPORT · REPORT/GROUP FOOTER.
REPORT FOOTER	Contains information you want output at the end of your report. The Report Footer is normally used to label totals, the Count Command, and add other text to the end of a report. You can turn the Report Footer on and off by choosing REPORT · REPORT/GROUP FOOTER.
The following commands are useful in Page Header/Footers and Report Headers/Footer. Some of these command need to be typed into the header/footer. Others are inserted using the menus.

COMMAND	HEADER / FOOTER FUNCTION
EDIT · INSERT · DATE HOTFIELD	Inserts the current date when the report is run. You can also insert this command by entering ^D.
EDIT · INSERT · TIME HOTFIELD	Inserts the current time when the report is run. You can also insert this command by entering ^T.
EDIT · INSERT · WEEKDAY HOTFIELD	Inserts the weekday when the report is run. You can also insert this command by entering ^W.
EDIT · INSERT · PAGE NUMBER	Inserts the page number.
EDIT · INSERT · NUMBER OF PAGES	Inserts Total Number of Pages in your report.
EDIT · INSERT · FILE NAME HOTFIELD	Inserts the name of your askSam File. You can also insert this command by entering ^f.
EDIT · INSERT · FILE + PATH HOTFIELD	Inserts the name and path of your askSam File. You can also insert this command by entering ^F.
NOTES:

The REPORTS.ASK file contains example Reports using Headers and Footers.

A sample Report with a Header and Footer:

When this Report is printed, the page header will print a page number at the top of each page. The page footer will place the date and time at the bottom of each page.


If Statements

There are two ways to use conditional logic in askSam Reports:

IF Statements

Conditional Field Setting

The IF Statement lets you divide your Report layout into separate windows and create different scenarios based on a condition. For example: you could set up the IF statement to output a "Home" address in one format and a "Work" address in another format.

The Conditional Field setting affects only a single field. For example, you could use the Conditional Field setting to output "Mr." before a name if the sex field contains "M" and "Ms." before a name if the sex field contains "F".


How to use the IF Statement

Create a new Report (or go to an existing Report).

1.	Choose REPORT · IF STATEMENT.

The If Statement Dialog Box will appear.

2.	Choose ADD.

3.	The Search Dialog will appear.

4.	Define the condition for your IF Statement.

For example:  BOOK in the TYPE field

5.	Choose OK.

6.	You return to the If Statement Dialog. The condition you setup is listed.

7.	Repeat steps 3 through 5 to complete the IF Statement.

8.	Choose OK.

The Report layout is split into multiple windows based upon the IF Statement you defined.

9.	Place fields and text in each of the different IF windows.

When the Report is run, the IF Statement is interpreted and the data will be output according to the format in the corresponding window.

NOTES:

1.	The IF Statement cannot be used in Reports that use grouping.

2.	The BIBLIOGRAPHY.ASK file contains examples of Reports using IF Statements.

3.	The IF Statement always requires an "ELSE" as the last element.


Conditional Field Setting

The Conditional Field setting defines a set of conditions and how the field output should be affected by these conditions. For example, if the field is empty, output "N/A". The Conditional Field setting is set in the Insert Field Dialog, and it only affects a single field.


How to use the Conditional Field Setting

1.	Click on the button after the field you want to make conditional.

The Insert Field Dialog Box will appear.

2.	Choose the "Conditional Field" setting.

3.	The If Statement Dialog Box will appear.

4.	Choose ADD.

The Search Dialog will appear.

5.	Define the condition for the field.

For example:  IF the field is empty

6.	Choose OK.

7.	You return to the If Statement Dialog. The condition you setup is listed.

8.	The If Statement Dialog lets you define:

Text to be output before the field.

Text to be output after the field.

Whether or not the field is output.

9.	Repeat steps 3 through 5 to complete the IF Statement.

10.	Choose OK.

You return to the Insert Field Dialog Box.

11.	Choose OK.

The field will be updated with the conditional logic you defined. A question mark will appear before the field name in the Report Editor.

When the Report is run, the conditional statement is interpreted and the data will be output accordingly.

NOTES:

1.	The BIBLIOGRAPHY.ASK file contains examples of Reports using the Conditional Field setting.

2.	The Conditional Field setting always requires an "ELSE" as the last element.


To Access The Report Properties Dialog Box:

Choose REPORT · PROPERTIES.

The Report Properties Dialog Box will appear.

See also:

The Summary Tab

The Settings Tab

The Statistics Tab


The Summary Tab

The SUMMARY Tab lets you name (or rename) the Report. You can also enter the author’s name, keywords, and notes.

Document Name: Displays the current name for the report. Changing this will change the name of  the report.

Document Type: Displays the Type of Document you are currently in. In the Report Properties, this box should say REPORT.

Document Author: Allows you to type the name of the Author of the Report.

Keywords: This is a box for keywords you can set for the Report.

Comments: This is a box for comments on the report.


The Statistics Tab

The STATISTICS Tab displays information about the Report such as Size, Number of Lines, Number of Paragraphs, etc.

Document Size in Bytes: Displays the size of the report in bytes.

Number of Lines: Displays the number of lines contained within the report.

Number of Paragraphs: Displays the number of paragraphs contained within the report.

Number of Pages: Displays the number of pages in the report.

Number of Words: Displays the number of words in the report layout.

Number of Characters: Displays the number of characters contained in the report layout.


The Settings Tab

The SETTINGS Tab lets you define the following Settings for the Report:

Match Case - This Option determines if a search is case sensitive. When Match Case is selected, please note that the case of the field names in your Report must match the case of the field names in your Documents..

Output Field Names - When active, this Option outputs the field name along with the field contents. For example:

 With Output Field Names OFF:

          Author[       would output       Miles Lowther

   With Output Field Names ON:

          Author[       would output       Author[ Miles Lowther

Absolute Line Spacing - This option determines whether blank fields will output blank lines in a Report. When Absolute Line Spacing is off and an empty field is output alone on a line, askSam removes the blank line from the report. For example, the Report:

would output

Kathy Emery

      215-555-0000

if the Comp[ field is empty.  If Absolute Line Spacing were turned on, the same Report would output:

Kathy Emery

      215-555-0000

Text Foreground Color - Sets the default foreground color for the text in the Entry Form.

Text Background Color - Sets the default background color for the text in the Entry Form.


Printing a Report

There are two ways to print a Report. You can print it directly, or you can run a Report and print the Report after it is output.

See also:

To send a report directly to the Printer

Printing after a report has run

Preventing Documents from Splitting

Printing each Document to a separate Page

To set an Output Seperator


To Send a Report Directly to the Printer:

1.	Choose FILE · PRINT OTHER · REPORT.

The Run Report Dialog Box will appear.

2.	Select the Report you want to print and choose the RUN button.

The Print Dialog Box will appear.

3.	Set any options and choose OK to start printing.


Printing After a Report Has Run

Any Report in which a layout is defined will create a new window when it is run. The contents of this window can be formatted, edited, and printed.

To Print the Report Output:

1.	From the Report Output window, Choose FILE · PRINT (or press CTRL+P).

The Print Dialog Box will appear.

2.	Set any options and choose OK to start printing.


Prevent Documents from Splitting

When you print a Report containing information from multiple documents, askSam keeps Documents from splitting across pages (if the Document is smaller than a page). If you don't care where your page breaks occur, you can save paper by turning this option off.  The "Keep docs together, printing reports" option can be set in the FILE · PROPERTIES dialog box.


Printing Each Document on a Seperate Page

When a Report outputs information from multiple Documents, you can use the Output Separator to insert a page break between the information from each Document.

See also:

To set an Output Seperator


To set an Output Seperator
To set an Output Separator

1.	Choose REPORT · OUTPUT SEPARATOR.

The Output Separator window will open.

2.	Choose FORMAT · PAGE BREAK

3.	When you print the Report, each Document will be printed on a separate page.


Printing Contiguous Labels

1.	Open the file containing your addresses.

2.	Choose TOOLS · REPORTS.

The New Report Menu will appear.

3.	Enter a name for your Labels Report and choose CREATE.

4.	Choose REPORT · SELECT DOCUMENTS · SEARCH to enter a search for the desired addresses. The section on Using the Search Dialog contains instructions for using the Search Dialog.

5.	Choose REPORT · SORTING AND GROUPING to enter a sort request.

6.	Drag the fields for your labels from the Field List into the Report Editor.

7.	Choose REPORT · OUTPUT SEPARATOR.

The Output Separator window will open.

8.	Choose FORMAT · PAGE BREAK.

A page break will be inserted in the Output Separator. The page break will tell the printer to load the next label after the current one is printed. This only works on dot matrix printers. If you are using a laser or inkjet printer, see the next section on Printing 3 Wide Labels.

9.	Choose FILE · PAGE SETUP and select the PRINTER button.

The Page Setup Dialog Box will appear.

10.	Choose the PROPERTIES button.

The Properties Dialog Box for the current printer will appear.

11.	In "Paper Size" select "Custom", enter the width and length of your labels, and choose OK.

NOTE: The length you set for the label should be the label size plus the size of the space between labels. For example, a 4" x 1 7/16" label would require a length of 2".

12.	Choose OK to exit the Properties Dialog and then OK again to exit the Page Setup Dialog for the Printer.

You return to the Page Setup Dialog Box.

13.	Set the "Size" field to "Custom"

14.	Set the margins to zero (or make them very small).

15.	Choose REPORT · CLOSE REPORT and select YES to save the Report.

16.	To print your labels return to askSam and choose FILE · PRINT OTHER · REPORT.

NOTE: The SAMPLE_REPORTS.ASK file contains example Reports for generating mailing labels.


Printing 3 Wide Labels

For labels as well as other types of Reports, it is possible to have askSam output multiple columns. The Reset Row command allows you to create multiple column Reports.

To illustrate how this is done, we'll look at an example:

1.	Open the file containing your addresses.

2.	Choose TOOLS · REPORTS.

3.	The New Report Menu will appear.

4.	Enter a name for your Labels Report and choose CREATE.

5.	Choose REPORT · SELECT DOCUMENTS · SEARCH to enter a search for the desired addresses. The section on Using the Search Dialog contains instructions for using the Search Dialog.

6.	Choose REPORT · SORTING AND GROUPING to enter a sort request. In order to use the Reset Row command, you must define a sort.

7.	Choose FILE · PAGE SETUP and set the left, right, top, and bottom margins to 0.

NOTE: Because most printers reserve margin space, setting your margins to 0 will result in minimal margin settings of 0.125".

8.	In the Report Editor set the right margin to 8.5" (wider if necessary).

9.	Drag the fields for your labels from the Field List into the Report Editor.

NOTE: In order for the labels to line up properly, output your addresses in the COURIER font (not Courier New).

10.	Position the cursor after the last field and choose REPORT · RESET ROW.

11.	The Reset Row command will be inserted in the Report.

12.	In the line under the Reset Row command, place the fields for your second column of labels. Place the fields in the proper column (for standard 3 Wide Labels on a laser printer, place your felds in the column at 2 7/8").

13.	Position the cursor after the last field and choose REPORT · RESET ROW.

14.	The Reset Row command will be inserted in the Report.

15.	In the line under the Reset Row command, place the fields for your third column of labels. Place the fields in the proper column (for standard 3 Wide Labels on a laser printer, place your fields in the column at 5 13/16").

16.	Choose REPORT · OUTPUT SEPARATOR

17.	The Output Separator window opens.

18.	In the Document Separator window, enter 3 blank lines. (The number of lines you set is determined by the number of lines in the address. For standard 3 Wide Labels on a laser printer, the number of lines in the address plus the number of lines skipped must equal 7).

19.	Choose REPORT · PROPERTIES, select the SETTINGS tab, and set the "Absolute Line Spacing" setting to "YES".

20.	Choose REPORT · CLOSE, and select the Yes button to save the Report.

21.	To print your labels choose FILE · PRINT OTHER · REPORT.

NOTES:

The SAMPLE_REPORTS.ASK file and the templates supplied with askSam contain example Reports for generating mailing labels.


What is Mail Merge?

Mail Merge allows you to choose a group of addresses (or other data) and merge it into a message. For each address, an Email message is sent or a letter is printed. In this way, Mail Merge automates the creation of customized emails and letters.

askSam's mail merge feature provides a simple way to use askSam's powerful selection capabilities to merge data with an email message or a letter.

NOTE:

It is also possible to export your addresses as a text delimited file (CSV) and merge them with your word processor.


Creating a Mail Merge Letter
Creating a Mail Merge Message

1.	Choose TOOLS · MAIL MERGE.

The Mail Merge Dialog Box will appear.

2.	Enter a name for your Mail Merge Document and choose the CREATE button.

3.	A new Mail Merge Document is created. You switch to the Mail Merge Editor.


When you switch to the Mail Merge Editor, you’ll notice the following changes:

•	The Mail Merge menu replaces the Document menu.

•	The Search Line is replaced by the Mail Merge toolbar

•	The Field List will appear. The Field List displays a list of the fields in your file.

Type your Message. Drag fields from the Field List and place them in the appropriate positions. (Field names can also be typed directly into the Message).

After completing your letter, choose MAIL MERGE · SELECT DOCUMENTS to determine which Documents (addresses) are merged into your Mail Merge Document. You can choose either:

COMMAND	DESCRIPTION
ALL	All Documents are merged with your letter.
SEARCH	Lets you select which Documents are merged with the letter by entering a search request.
STORED SEARCH	Lets you select which Documents are merged with the letter by choosing a stored search request. The Mail Merge Document uses this stored request to select the Documents that are merged.
REMEMBERED	Lets you use a Remembered List to select the Documents that are merged.
4.	Choose MAIL MERGE · SORT to set how the Mail Merge Documents will be sorted

5.	When your message is complete, you can preview it, email it, or print it by choosing: MAIL MERGE · PREVIEW, MAIL MERGE · SEND EMAIL MERGE, or MAIL MERGE · PRINT.

6.	Choose MAIL MERGE · CLOSE to exit the Mail Merge Editor.


Previewing a Mail Merge Letter
Previewing a Mail Merge Message

To view your Mail Merge letters before you print them:

1.	Choose TOOLS · MAIL MERGE

2.	The Mail Merge Dialog Box will appear.

3.	Select the name of the letter you wish to preview.

4.	Choose the PREVIEW button to view the letters.

NOTE:
It may take a considerable amount of time to output all the letters to your screen. Often, it makes more sense to enter a restricted Selection criteria and preview only several letters. You can modify the selection criteria, by editing the Mail Merge letter and choosing MAIL MERGE?SELECT DOCUMENTS.


Printing a Mail Merge Letter

Once you have created a Mail Merge letter, you can print it. To Print a Mail Merge letter:

1.	Choose TOOLS · MAIL MERGE.

2.	The Mail Merge Dialog Box will appear.

3.	Choose the name of the letter you wish to print.

4.	Choose the PRINT button to print the letters.


Editing a Mail Merge Letter
Editing a Mail Merge Message

To modify either the content of your Mail Merge message, the Sort order, or the Documents (addresses) that are merged into the message:

1.	Choose TOOLS · MAIL MERGE

The Mail Merge Dialog Box will appear.

2.	Choose the name of the message you wish to edit.

3.	Choose the EDIT button.

You switch to the Mail Merge Editor. The selected message is opened.

NOTE:

If you only have a few messages that you repeatedly send to various customers, you will want to have a Mail Merge Report for each message.  If you have many different messages that you only occasionally merge with addresses, it may be better to store these letters in a separate askSam database and paste them into a Merge Report in your address database when needed.


Deleting a Mail Merge Letter
Deleting a Mail Merge Message

To Delete a Mail Merge Message:

1.	Choose TOOLS · MAIL MERGE.

The Mail Merge Dialog Box will appear.

2.	Select the Mail Merge Message you want to delete.

3.	Choose the Delete Button.

A message box will appear asking you to confirm your decision.

4.	Choose YES.

Your message will be deleted.

NOTE:
After deleting a message, you should pack your file. Packing compresses and optimizes the file.


The Mail Merge Menu

When you enter the Mail Merge Editor, the Mail Merge menu replaces the Document menu. The Mail Merge menu contains the following commands:

COMMAND	FUNCTION
ADD	Adds a new Mail Merge message.
ADD OTHER	Adds a new Mail Merge message, a duplicate of the current message, a new Entry Form, or a new report.
CLOSE	Closes the Mail Merge Editor and returns you to the first Data Document in your file.
DELETE	Deletes the current message.
VIEW DELETED MAIL MERGE	Lists deleted Mail Merge messages, and lets you undelete them. Messages are permanently deleted from a file when you pack.
SELECT DOCUMENTS	Determines which Documents (addresses) are selected and merged with your message.
SORT	Defines how the Mail Merge messages will be sorted.
PREVIEW	Previews the current message with the merged data.
PRINT	Prints the current message with the merged data.
SEND EMAIL MERGE	Sends the current message with the merged data.
INSERT FIELD	Inserts a field at the current cursor position.
SHOW	Inserts the Show command at the current cursor position. The Show command outputs a text passage based on its proximity to a word or phrase. For example: Show all sentences containing the word “impeachment”.
IF STATEMENT	Defines conditional logic for your Mail Merge. The IF statements sets up the logic and opens appropriate windows.
SET HYPERTEXT LINK	Sets a Hypertext Link on a selected text or field in the message.
CLEAR HYPERTEXT LINK	Removes a Hypertext Link from a linked text or field.
PROPERTIES	Displays the Mail Merge Properties Dialog Box. The Mail Merge Properties Dialog lets you rename and define settings for your letter.


Sending an Email Merge Message

Once you have created a Mail Merge message, you can email it. To email a Mail Merge message:

1.	Choose TOOLS · MAIL MERGE.

2.	The Mail Merge Dialog Box will appear.

3.	Choose the name of the message you wish to send.

4.	Choose the EMAIL button.

The Send Email Merge Dialog Box will appear.


In Send Email Merge Dialog, fill out the following fields:

FIELD	DESCRIPTION
Email Address of the Sender	Enter the email address of the person who is sending the email message. You can enter it in a format such as: Ben Brown <info@xyz.com> to make it look better for the recipient.
Field to use for the Email Address	Select the name of the field in the database that contains the Email address. The messages are sent to the addresses contained in the field you select.
Subject of the Email Message	Enter a Subject for the Email message.
5.	Choose the SEND button to send the messages.

A status box will appear counting the messages as they are sent. An individual email message is sent to each Document selected by the search request.

NOTES:

1.	Before you send an email message to multiple people, do a test run and send it to yourself and a couple of coworkers.

2.	askSam sends each email individually. The askSam Email Merge function is not suited for sending tens of thousands of email messages. It was designed for sending a smaller number of custom messages.

3.	In order to send email merge messages, you need to have Internet access. You also need to setup askSam with your SMTP Mail server information. The SMTP button displays the SMTP Settings dialog. These settings are described in the Global Options section of the chapter on Customization and Tools.


Mail Merge Properties

The Mail Merge Properties are a subset of the Report Properties. See the description of Report Properties in the chapter on Reports. The only additional settings in the Mail Merge Properties are:

SETTING	DESCRIPTION
Sender’ s Email Address	The email address of the person who is sending the email message.
Email Subject	Subject for the Email message.
Field for Email Addresses	Name of the field that contains the Email addresses. The messages are sent to the addresses contained in the field you select.


Using Bookmarks

You can use Bookmarks to mark a Document or a specific location in a Document. Once a Bookmark is set you can quickly jump to it. Bookmarks are extremely useful for navigating through your information.

Mark a frequently used Document and jump to it without having to search.

Set multiple Bookmarks in a long Document to simplify editing.

Use in conjunction with askSam's Hypertext features to create menus and navigate through your files. See the Hypertext section for details.

NOTE:
When you set a Bookmark, a Bookmark icon ( [image]) will appear to the left of the line where the Bookmark was set. This icon will not print.  You can keep this icon from displaying by turning off the "Display bookmark icon" option in the FILE · PROPERTIES menu.


How to set a Bookmarks
How to set a Bookmark

1.	Place your cursor in the line where you want the Bookmark.

2.	Choose DOCUMENT · BOOKMARK (or press F2).

3.	The Bookmark Dialog Box will appear.

4.	Enter a name for the Bookmark.

Bookmark names can contain letters and numbers. A name may also consist of multiple words.

5.	Choose OK.

A Bookmark is set in the current line.

NOTE:

If a text is selected when you choose DOCUMENT · BOOKMARK, the selected text is offered as the Bookmark Name.


How to go to a Bookmark

1.	Choose DOCUMENT · BOOKMARK

2.	The Bookmark Dialog Box will appear. This dialog contains a list of all the Bookmarks in the active file.

3.	Select a Bookmark and choose the Go To Button.

You jump to the line containing the selected Bookmark.

NOTES:

1.	If you delete a Document containing a Bookmark, the Bookmark will remain in the list of Bookmarks until you pack the file.

2.	A Bookmark can also be viewed by setting a Hypertext Link to it. See Hypertext for details.


How to Rename a Bookmark

1.	Choose DOCUMENT · BOOKMARK (or press F2).

2.	The Bookmark Dialog Box will appear.

3.	Select the Bookmark you want to rename and choose the Rename Button.

4.	The Rename Bookmark Dialog Box will appear.

5.	Enter a new name for the Bookmark and choose the OK Button.


How to Delete a Bookmark

To Delete A Bookmark:

1.	Choose DOCUMENT → BOOKMARK (or press F2).

The Bookmark Dialog Box will appear.

2.	Choose the Delete Button.

The Delete Bookmark Dialog Box will appear.

3.	Choose the Delete Button.

NOTE:

You can delete All Bookmarks in the file at once by checking Select All option.


What is Hypertext

Hypertext can help you better organize your information. It can simplify tasks and reduce the number of mouse clicks or keystrokes you need to navigate through your information.

Hypertext lets you link a word or phrase to information in another location. By simply clicking on a Hypertext Link you can jump from one Document to another; jump from one file to another, run reports, execute any menu command, or go anywhere on the Internet.

askSam's Hypertext feature has two main uses:

Create Hypertext Databases - Use Hypertext Links to turn your information into fully searchable, easily navigable database. It’s a great way to publish information on a network, a CD ROM (using the askSam Electronic Publisher), or the Internet (using the askSam Web Publisher).

Hypertext Menus - Create Hypertext Menus with the files and commands you use most often. Click on a Hypertext Link to open a file, run a report, or jump to a specific Document.

See also:

Setting a Hypertext Link

Setting a Hypertext Link to an External Application

Setting a Hypertext Link to a URL

Deleting a Hypertext Link

Executing a Hypertext Link

Returning to a Previous Link

Modifying the Appearance of Hypertext Links

Creating a Hypertext Menu

Creating a Hypertext Document


Setting a Hypertext Link

The askSam Hypertext function lets you link a word or phrase to a Bookmark, another askSam Document, another askSam file, a Report, an Entry Form, a Menu Command (such as FILE · PRINT), or any Internet address (URL). After a link is defined, clicking on the word or phrase will jump to the location, run the Report, add the Entry Form, execute the Menu Command, or start your browser and access the site on the Internet.

Whether you're creating a Hypertext Menu or setting up a Hypertext Document, the process of setting a Hypertext Link is the same:

To Set a Hypertext Link:

1.	Select the text or graphic that you want to link.

2.	Choose DOCUMENT · SET HYPERTEXT LINK (or press CTRL+K).

The Set Hypertext Link Dialog Box will appear.

From the Hypertext Dialog Box you can:

OPTION	ACTION
Browse Button	Choose the Browse button is you want to set links to Bookmarks, Documents, Entry Forms, Searches, or Reports in another askSam file.
Bookmarks in the Current Document	Sets a link to a Bookmark in the current Document.
All Bookmarks in File	Sets a link to any Bookmark in the current file.
Another askSam File	Sets a link to open another askSam file. If the file you want to open is not listed, choose NEW to choose from a list of your askSam files.
Document Name	Sets a link to any Document names you’ve entered in the file.
Entry Forms	Sets a link to any defined Entry Form. Clicking on this link will add a new Document to your database using this Entry Form.
Reports	Sets a link to a Report in the current File. Clicking on this link will run the Report.
Stored Search	Sets a link to a Stored Search. Clicking on this link will execute the search.
Menu Commands	Sets a Link to any askSam menu command (such as FILE · PRINT). Clicking on this link will execute the menu command.
External Application	Defines a link from askSam to an external application (like Paint or Notepad). You can also set links to open Word documents, or display graphics. If the External Application you want is not listed, choose NEW to display a dialog that will let you browse for the application.
HTML URL	Sets a link to an Internet address (URL). Clicking on the link will open your Web browser and display the Web page (assuming you are connected to the Internet).  If the URL you want is not listed, choose NEW to display a dialog that will let you enter any URL.
3.	Define what the selected text will link to.

4.	Choose the OK button after you've defined your link.

The selected is now linked. By clicking on it, you execute the Hypertext Link.

NOTES:

1.	To edit an existing Hypertext Link, select the linked text (or place the cursor in the linked text), and choose DOCUMENT · SET HYPERTEXT LINK (or press CTRL+K).  The Hypertext Dialog will appear. Redefine the link and choose OK.

2.	You can set the format (font, font size, and color) in which Hypertext Links are displayed by modifying the Hypertext Link style. Choose FORMAT · STYLE, select the Hypertext Link style, and choose the MODIFY button.


Setting a Hypertext Link to an External Application

Links to external files are useful for viewing pictures, displaying graphs, or opening other file types from askSam (such as Word documents or PDF files).

1.	Select the text or graphic you want to link.

2.	Choose DOCUMENT · SET HYPERTEXT LINK (or press CTRL+K).

The Set Hypertext Link Dialog Box will appear.

3.	Expand the "External Application" folder.

If your application is already listed, you can simply select it and choose OK to set the link. Otherwise:

4.	Choose NEW…

The "Set Hypertext Link - External Application" Dialog Box will appear.

5.	Enter the path and name of the application you wish to start in the "Executable" field. In the "Parameters passed to executable" field, enter a file name or other parameter to pass to the application when it is opened.

NOTE:
If you wish to open a specific file and the file type is associated with an application, you can simply enter the path and file name in the "Executable" field. Since the file type is associated with an application, the application will automatically be opened when you click on the link. For example: if on your computer, PDF files are associated with the Adobe Acrobat Reader, you could enter "c:\my documents\brochure.pdf" in the "Executable" field.

Choose the OK button.

The selected text is now linked. By clicking on it, you start the application you selected. When you exit the application, you remain in the same askSam Document.


Setting a Hypertext Link to a URL (Internet address)

Defining a Hypertext Link to a URL lets you create links from your database to Web pages on the Internet.

To Create a Hypertext Link to a URL:

The easiest way to create a link to a URL is to simply type the URL, for example www.askSam.com. When you press the space key after typing the URL, askSam will automatically set a link to the URL.

If you wish to link a text to a URL, for example linking the text "askSam Systems" to the URL www.askSam.com, you would then need to do the following:

1.	Select the text or graphic you want to link.

2.	Choose DOCUMENT · SET HYPERTEXT LINK (or press CTRL+K).

3.	The Set Hypertext Link Dialog Box will appear.

4.	Expand the HTML URL folder.

5.	If the URL is already listed, you can simply select it and choose OK to set the link. Otherwise:

6.	Choose NEW…

The "Set Hypertext Link - HTML URL" Dialog Box will appear.

7.	Enter the URL and choose OK.

The Hypertext Link is set. Clicking on a URL link in askSam opens your Web browser, and if you are connected to the Internet, the Web page will be displayed.

NOTES:

1.	In addition to setting links to Web pages, you can also create a hypertext link to an email address. You can set such a link my typing an email address (for example: info@askSam.com) and pressing space. Or, you can use the Hypertext dialog and type in mailto:info@askSam.com. When you click on a link to an email address, it opens your default email application and creates a new message to this address. This can be a useful feature in an address database or email directory.

2.	If you type in a URL and press space to create the link, to edit this URL you need to delete and re-type it, or select the linked text (or place the cursor in the linked text), and choose DOCUMENT · SET HYPERTEXT LINK (or press CTRL+K).  The Hypertext Dialog will appear letting you edit the URL.

3.	You can turn off the ability to auto-link URLs by choosing TOOLS · OPTIONS, and setting the "Automatically check for URLs when typing" option to NO.

4.	HTML URLs remain in tact when you export from askSam to HTML format, or when you publish an askSam database on a Web server using the askSam Web Publisher.


Deleting a Hypertext Link

There are two ways to remove a Hypertext Link.:

Delete a Hypertext Link by deleting the linked word or phrase from your Document. Select the word or phrase and press the DEL key.

Delete a Hypertext Link but leave the text by selecting the linked text (or placing your cursor in the linked text), and choosing DOCUMENT · CLEAR HYPERTEXT LINK.

NOTE:

1.	To select (highlight) a Hypertext Link, use the keyboard, not the mouse. If you click with the mouse to select a link, you execute the link. Also, only select the link or part of the link. If a selection includes unlinked text, the CLEAR HYPERTEXT LINK command is not available.

2.	To edit a Hyperlink, select the link and right click and choose Edit Hyperlink.


Executing a Hypertext Link

To Execute A Hypertext Link Using A Mouse:

1.	Move the mouse cursor onto the linked text or graphic (by default Hypertext Links are displayed as bold, blue, underlined text).

2.	When you point the mouse cursor at a Hypertext Link, the mouse pointer changes to a pointing finger, and the Status Bar displays a message telling you what clicking on the Hypertext Link will do.

3.	Click the left mouse button.

To Execute a Hypertext Link using the Keyboard:

1.	Move the cursor onto the linked text or graphic (by default Hypertext Links are displayed as bold, blue, underlined text).

2.	Press CTRL+ENTER (or choose VIEW · HYPERTEXT LINK).

When you execute a Hypertext Link one of the following things will happen depending on the type of link you defined:

TYPE OF LINK	ACTION
Bookmark in the Current Document	Jumps to another position in the current Document.
Bookmarks in File	Jumps to the other Document in the current file (the line containing the bookmark).
Another askSam File	Jumps to the first Document of the selected askSam file.
Document Name	Jumps to the first line of the named Document.
Entry Forms	Adds a new Document to your database using the Entry Form.
Reports	Runs the Report.
Stored Search	Executes the search.
Menu Commands	Executes the menu command.
External Application	Starts the application and passes any parameters you define.
HTML URL	Opens your Web browser and display the Web page (assuming you are connected to the Internet).

NOTE:
When you click on a Hypertext Link to another file, askSam tries to open the file in the directory where the file was located when you set the link. If the file, directory, or drive is not found, askSam looks for the file in the directory of the active file.


Returning to a Previous Link (Back and Forward)

When you navigate through files with Hypertext, there are times when you will want to return to a previous Hypertext Link. The Back and Forward commands were designed for this purpose. The Back command returns you directly to the previously viewed Document. The Forward command lets you move forward after using the Back command.

To Display the Previously Viewed Document (Back command):

Choose VIEW · HISTORY · BACK (or press ALT+LEFT ARROW)

You will return the previous Document.

To Move Forward (Forward command):

VIEW · HISTORY · FORWARD (or press ALT+RIGHT ARROW)

NOTE:
The History command displays a list of Documents you’ve accessed during your current session in askSam. From the History List, you can return to any of these Documents.


Modifying the Appearance of Hypertext Links

You can set the format (font, font size, and color) in which Hypertext Links are displayed by modifying the Hypertext Link style. The appearance of Hypertext Links is set for an entire askSam database. If you wish to modify the appearance of all Hypertext Links in all new database, modify the Hypertext Link style in the NORMAL.ASK template (in the templates directory).

To Modify the Hypertext Link Style:

1.	Choose FORMAT · STYLE

The Style Dialog Box will appear.

2.	Select the Hypertext Link style and choose the MODIFY button.

The Modify Style Dialog Box will appear.

3.	Change the formatting and choose OK.

The changes you made will be reflected in all Hypertext Links in your askSam file.


Creating a Hypertext Menu

Hypertext Menus can significantly reduce the number of mouse clicks and keystrokes you need to work with askSam. It's quick and easy to create a Hypertext Menu that lets you open your files, add information, and execute reports with a click of the mouse.

Creating a Hypertext Menu File:

1.	Create a new file. This will be your Master Hypertext Menu. Type in the names of your frequently used files and choose DOCUMENT · SET HYPERTEXT LINK to set Links to these files.

2.	You can define other Hypertext Links in your Master Hypertext Menu - a Link to the FILE · EXIT command, a Link to Run a Report in another file, whatever you think will save you time.

3.	If you want to keep this Document from being edited, you can set it to Read-Only. Choose DOCUMENT · PROPERTIES, select the SETTINGS tab, and set the "Read Only" option to YES.

4.	After saving your Menu, click to execute a Hypertext Link.

5.	It can also be useful to set up Hypertext menus in the first Documents of your databases. You can have links to useful functions like: adding data, running reports, packing the file, and more.

NOTE:
You can easily paste graphics into your Hypertext menus and use them as buttons.

Example of a Hypertext Menu

NOTE:
You can automatically load a Hypertext Menu when you start askSam. Right click on the askSam 4 Icon on the Windows desktop, and choose FILE · PROPERTIES. After "ASKSAM.EXE" in the Command Line field, enter a space and then the path and name of the askSam menu file, for example: c:\askSam4\askSam.exe c:\asksam4\menu.ask

Properties Dialog from Windows Desktop


Creating a Hypertext Document

Using askSam's Hypertext features you can create full-text searchable Hypertext documents that can be easily distributed and published - government regulations, corporate policy manuals, catalogs, sales and marketing information. Hypertext Links can guide users through your information. These Hypertext documents can be published on a network, a CD ROM (using the askSam Electronic Publisher), or a Web server (using the askSam Web Publisher).

Design Issues:

There are several decisions you must make before you begin setting Hypertext Links.

•	Do you want your information in a single file, or do you want it divided into multiple askSam files? Your information will often dictate which approach is better. It depends on the size of your data and what you plan to do with the information.

•	If you want to create a single report from all of your information, or if you always want to search through all Documents, you will want your information in a single file.

•	If your searches are normally restricted to certain areas, it may be better to separate these areas into different files. Small files are searched more quickly than large files.

•	How will you divide your information into Documents? If your file is a database file, the answer to this question is simple. The Records in the database correspond to Documents in an askSam file. If you are turning a manual, book, or other document into a Hypertext Document, this question becomes more complicated. You could place each chapter in its own Document or it may be appropriate to divide the information according to topic or section.

•	Directory structure - you can create a Hypertext Menu that accesses files in different directories. But if you plan to distribute information, we recommend placing all of your files in a single directory. Otherwise the person receiving your information must have a directory structure identical to the one where the Hypertext Links were set.

•	What types of Hypertext Links will you include and how will these Links be organized? You can include Links that go to different Documents, switch to different files, run reports, execute askSam Menu Commands, or point to Web pages on the Internet. You can organize your Hypertext Links like a Table of Contents or alphabetically in an index. Try and choose a structure that makes sense for your information.

Once you've decided how you want to organize your information, setting the Hypertext Links is a simple process. If you have questions about designing and distributing Hypertext Documents, contact our Technical Support Department. They'll be happy to offer advice.

Example of a Hypertext Document


Fine Tuning askSam

askSam is used for different purposes by different people. With this in mind, many Customization Options and Tools have been included. These Options and Tools let you fine-tune the program for your particular needs.


The askSam Options Overview

In askSam there are two types of settings: File specific settings and global settings.

The file specific options are:

File Properties (FILE · PROPERTIES menu)

Index options (FILE · INDEX menu)

The global options are:

Options (TOOLS · OPTIONS)

Customize Button Bars (TOOLS · CUSTOMIZE · TOOLBARS)

Customize Keyboard (TOOLS · CUSTOMIZE · KEYBOARD)


Customizing Toolbars

You can choose any command from the askSam menus and insert a button for this command in your toolbars. In addition, you can create new toolbars and modify existing ones.

To Customize Toolbars:

1.	Choose TOOLS · CUSTOMIZE · TOOLBARS.

The Customize Dialog Box will appear.

OPTION	DESCRIPTION
TOOLBARS	Turn specific toolbars on and off, by checking or unchecking the toolbar.
NEW	Create a new toolbar, by choosing the NEW button and then selecting the COMMANDS tab and dragging buttons to the new toolbar.
RESET	Reset an existing toolbar to its default commands. Select the toolbar you wish to reset and choose the RESET button.
SHOW TOOLTIPS	Turns the tooltip function on and off. Tooltips are short, descriptive texts that appear when you point to a button. By default, tooltips are turned on.
COOL LOOK	Affects the type of button that is displayed in the toolbars.
LARGE BUTTONS	Affects the size of the buttons displayed in the toolbars.
COMMANDS	The Commands tab displays all the buttons in askSam. The buttons are divided into to different categories. Select the category for a button, and then drag and drop it into the toolbar. When you drag a button onto a toolbar, you much place it next to an existing button.
2.	Choose the COMMAND tab.

3.	Select the category for the command you want to add.

The button in this category will be displayed.

4.	Select the button you want and drag and drop it onto a toolbar. In order for the button to be placed in an existing toolbar, you have to drop it on top of an existing button - on either the right or left side of the existing button… depending on where you want the button placed.

5.	To remove a button from a toolbar, click on the button and drag it off the toolbar.

6.	When you’re done modifying the toolbar, choose OK.


Customizing the Keyboard

askSam lets you define shortcut keys to askSam commands. You can setup shortcut keys to functions that you frequently use, or you can modify the existing shortcut keys that we’ve defined.

To Customize the Keyboard:

1.	Choose TOOLS · CUSTOMIZE · KEYBOARD.

The Customize Keyboard Dialog Box will appear.

From this dialog you can:

OPTION	DESCRIPTION
COMMANDS	Lists all the askSam commands. Select the command for which you’d like to define a shortcut key
CURRENT ASSIGNMENT	Shows the current shortcut key assigned to this command (if any shortcut is available).
ASSIGN	Displays a dialog that lets you define the shortcut key.
REMOVE	Removes an existing shortcut key from a command.
RESET ALL	Resets all the shortcut keys to their original default values.
2.	Choose a command.

3.	Choose the ASSIGN button.

The Assign Shortcut Dialog Box will appear.

4.	Press the shortcut key you want for this command and choose OK.

5.	The shortcut key will be set. Repeat steps 2 through 4 for further commands.

6.	Choose CLOSE when you’ve completed customizing your keyboard.


The askSam Phone Dialer

If you have a modem, askSam can automatically dial phone numbers from your Documents or from your Report output.

To dial a phone number:

1.	Select the Phone Number (using either the mouse or cursor keys).

2.	Choose TOOLS · DIAL PHONE NUMBER.

The Active Call Dialog Box is displayed, and your number is dialed.

As the number is dialed, the Call Status dialog will automatically appear.

3.	Lift the phone receiver and choose the TALK button.

NOTES:

1.	askSam uses the Microsoft Phone Dialer that is included with Windows to dial phone numbers. In order for dialing to work properly from askSam, the Microsoft Phone Dialer must be properly installed.

2.	Clicking the Phone Button in the Tool Bar dials a selected phone number.

3.	If you frequently use the phone dialer, you can setup a shortcut key to this command. See Customizing the Keyboard.


AutoField Recognition

Auto Field Recognition recognizes fields in information you import or enter into askSam. This is particularly useful in scanned texts, email, or information downloaded from on-line systems such as the Internet, CompuServe, or Lexis/Nexis.

To Automatically Recognize Fields:

1.	Choose TOOLS · AUTO FIELD RECOGNITION

2.	The first screen of the Automatic Field Recognition Wizard will appear.

3.	Enter the character that identifies fields in your file. This tells askSam that words ending with this character may be fields. askSam will list these words, and you can choose which ones you want to use as fields. In most cases, the field character will be a colon ( : ).

4.	Choose the NEXT button.

In this screen you tell askSam which Documents to examine for fields. You can choose:

In the first # document(s) starting at # - This option lets you examine just the first couple documents in your file. You can define how many documents askSam will examine, and you can define at what document you would like to start looking.

In all documents of this file - Looks for fields in all Documents in the askSam file.

In the current document - Looks for fields only in the current askSam Document.

5.	Choose "In the first # documents", "In all documents", or "In the current document", and choose the NEXT button.

This screen lists all the possible field names that askSam encountered. Before each name, you’ll see the number of times the field was found.

6.	Select the field you want and choose the Add button. Repeat this for each of the fields you want defined for this file. (You can also double click on the fields you want.)

7.	After you've selected all the fields you require, choose the NEXT button.

The final wizard screen lets you select the name of an Entry Form and append the field to this form or replace the contents of this form with the recognized fields.

8.	Select the Entry Form where you’d like the fields insert, choose "Append" or "Replace", and choose the FINISH button.

The fields you selected are placed in your Entry Form. They can be used to search, sort, and create reports in your file.


Two Digit Year Conversion

askSam can interpret dates in a variety of formats, and has always properly searched and sorted dates entered with 4-digit years. In addition, askSam provides features that let you easily deal with dates in the 2-digit year format.

 The Two Digit Year Conversion command helps you convert your dates with 2-digit years to 4-digit years.

To Convert Dates with a 2-Digit Year to a 4-Digit Year Format:

Choose TOOLS → TWO DIGIT YEAR CONVERSION.

The Two Digit Year Conversion Dialog Box appears.

Select the field that contains the date.

Set what century you want the dates converted to (for example 19xx or 20xx).

Choose whether you want to convert dates in all Documents or whether you only want to convert a selected group of Documents.

Choose the CONVERT button.

askSam will convert all of your dates with two digit years into 4 digit years. For example: 12/25/99 would become 12/25/1999.

NOTE:
Information about askSam and the Year 2000 dates can be found on our Web site at http://www.askSam.com/year2000.


Backing up your Data

It is always advisable to keep up-to-date backup copies of your files. Make sure you make regular backups of your data files.

In addition, you should also regularly pack your askSam files. Packing removes deleted Documents permanently and reclaims fragmented space in your file. When a file is packed, askSam renames the old file with a .BAK extension. This .BAK file can serve as a backup in case of an emergency, but it is still recommended that you backup your data to another drive or medium (like tape or CD).


How to modify the File Properties

The File Properties Dialog Box contains options that can be set for the current file. It also lets you set security for the file (passwords and encryption). The Summary tab lets you enter information about your askSam file (such as Author, Subject, and Comments). The Statistics tab displays information about the file (when it was created, how many Documents it contains, file size, and more).

To modify the File Properties options:

1.	Choose FILE · PROPERTIES.

The File Properties Dialog Box will appear.

2.	Select the option you wish to modify and choose OK.

The Settings tab in the File Properties dialog lets you set the following options:

FILE OPTION	DESCRIPTION
DEFAULT ENTRY FORM	Sets the default Entry Form for the file. The default Entry Form is added when you choose DOCUMENT · ADD DEFAULT ENTRY FORM. This option defaults to the NORMAL Entry Form.
FIELD CHARACTER	Defines which character designates a field. The default setting is the character [ (open square bracket).  Words ending with this character are treated like fields. For example, Name[ or Fax[. If your information contains words ending in another character, and you wish to use these words as fields, define this character as the Field Character. For example, if you have a file containing email and want to use words such as To:, From:, and Date: as fields, enter a : (colon) as the Field Character.
HIDE FIELD CHARACTERS	Determines whether the field character is displayed on the screen or hidden. The default value is NO (field characters are displayed on the screen).
DOCUMENT ADD LOCATION	Sets the location where new Documents are added to your file. You can choose to have them added to the “End of the File”, “Top of the File”, or “After the Current Document”. The default value is “End of the File”
DATA ENTRY MODE	Sets Data Entry mode for the file. You can set it to ON or OFF. Data Entry mode is designed to simplify entering data. When active, pressing ENTER or TAB moves you from one field to the next. You are only able to add and edit in fields. The default value is OFF.
CASE SENSITIVE SEARCHES	Turns case sensitive searches ON of OFF. If ON, all searches are case sensitive — the case of the word or phrase you enter in a Search must match the word or phrase in the Document. The default value is OFF.
DOCUMENT COUNTER	The ^N command can be inserted into an Entry Form to number Documents as they are added. The Document Counter allows you to reset the number of the next Document added to your file. See the chapter Working with Entry Forms for details.
PRINT EACH DOC ON A SEPARATE PAGE	This option affects how askSam prints multiple Documents. If set to YES, each Document will be printed on a new page. The default value is NO.
KEEP DOCS TOGETHER, PRINTING REPORTS	When you print a report containing information from multiple Documents, askSam keeps Documents from splitting across pages (if the Documents are smaller than a page). If you don't care where the page breaks occur, you can save paper by turning this option off.  The default value is YES.
USE PAGE LAYOUT SETTING FROM	This option determines the page layout settings askSam will use when printing multiple Documents. You can use the settings from the “First doc printed” (default value), from the “First doc in file”, or “Docs original settings” (which uses the settings stored with the individual Documents).
DATE FORMAT	Sets the format for dates in your askSam file. askSam supports a wide variety of date formats. The default value is 12/31/2000 MDY
DATE SEPARATOR	Defines the separator character inserted between numbers when dates are in a numeric format. The default value is “/”
INTERPRET DATES WITH 2 DIGIT YEARS AS:	Choose whether dates in a 2 digit year format are interpreted as 19xx or 20xx. The default value is 19xx.
TIME FORMAT	Sets the time format. The default value is 06:00 PM
WEEKDAY FORMAT	Sets the weekday format. The default value is WED.
NUMERIC 1000 SEPARATOR	Defines the character that will be used as the thousands separator in numbers. This is used when you total fields in reports, and when you set a decimal tab. The default value is a comma.
NUMERIC DECIMAL SEPARATOR	Defines the character that will be used as the decimal point in numbers. This is used when you total fields in reports. The default value is a period.
CURRENCY SYMBOL	Defines the character that will be used as the currency symbol. This is used when you total fields in reports. The default value is a dollar sign ($).
CURRENCY SYMBOL PLACEMENT	Determines where the currency symbol will be positioned. This is used when you total fields in reports. The default value is to place the currency symbol directly in front of the number - $1,000
DISPLAY BOOKMARK ICONS	Turns the display of the bookmark icon on and off. When a bookmark is set in askSam, an icon can be displayed in the margin beside the line containing the bookmark. This option lets you turn off these icons. The default value is YES (bookmark icons are displayed).
TEXT FOREGROUND COLOR	Sets the default foreground color for text. The default value is NONE.
TEXT BACKGROUND COLOR	Sets the default background color for text. The default value is NONE.
HITS FOREGROUND COLOR	Sets the default foreground color for highlighting hits in your Documents. The default value is white.
HITS BACKGROUND COLOR	Sets the default background color for highlighting hits in your Documents. The default value is black.
SEARCH LINE OUTPUT SEPARATOR	Defines the separator that is placed between Documents when outputting fields from the askSam search line. You can set the output separator to be a blank line or lines, a line of a character, a page break, or no separator. By default nothing is output between Documents.
SORT ARTICLES	Lets you define which words are articles. These words are ignored when you sort with the “Ignore Articles” options set to YES. The default articles are A, AN, and THE.
SORT TABLE	Lets you define a customized order for the Sort command. Place characters in the order you want them sorted.
PROMPT FOR DOCUMENT PROPERTIES	When set to YES, askSam will prompt for a Document name the first time you save a new Document. The default value is NO.
JPEG OPTIONS	Lets you decrease the size of your file by saving graphics in JPEG format. You can also reduce the file size by decreasing the quality of the JPEG images. Setting this anywhere from 98% to 95% will not have much of a noticeable on the graphics, but will significantly reduce the size of a database with many images.  IMPORTANT: always make a backup before decreasing the image quality. Once you’ve reduced the quality of images, there is no way to increase the quality back to its previous level.
MINIMUM NEW RECORD SIZE	When you add information to an existing askSam Document, askSam needs to allocate space for the new information. This setting determines the amount of space that will be allocated. When a file is packed, any extra space is removed. The default value is 2048 bytes (2 KB)
SAVE BACKUP FILE BEFORE PACKING.	When askSam packs a file, it automatically creates a backup file with a .BAK extension. If this backup file already exists, it is renamed to a .SAV file and a new .BAK file is created. If you set this option to NO, .SAV files are not created. This conserves disk space.


File Properties - Summary

The Summary tab in the File Properties dialog lets you enter information about your askSam file.

FIELD	DESCRIPTION
LOCATION	Displays the drive, path, and name of the askSam file.
AUTHOR	Lets you enter the name of the author for the file.
SUBJECT	Lets you enter a subject line for the file.
KEYWORDS	Lets you enter keywords for the file.
COMMENTS	Lets you enter comments for the file.


File Properties - Statistics

The Statistics tab in the File Properties dialog displays statistical information your askSam file.

FIELD	DESCRIPTION
CREATED	The day, date, and time the askSam file was created.
CREATED BY	The login name and computer name for the user who created the file.
MODIFIED	The day, date, and time the file was last modified.
LAST MODIFIED BY	The login name and computer name for the user who last modified the file.
LAST PACKED	The day, date, and time the file was last packed. . When a file is packed, askSam permanently removes deleted Documents and reclaims fragmented space (which makes the file smaller).
FILE SIZE	The size of the file in MB and bytes.
% FRAMENTATION	Percent of the file that is fragmented. If this number is high, the file should be packed. A file becomes fragmented as you edit and delete existing Documents.
NUMBER OF DOCUMENT	The number of Documents contained in the file.
NUMBER OF ENTRY FORMS	The number of Entry Forms contained in the file.
NUMBER OF REPORTS	The number of Reports contained in the file.
NUMBER OF MAIL MERGE	The number of Mail Merge documents contained in the file.
NETWORK FILE ACCESS	Displays whether file is opened in a "shared" or "exclusive" mode. If a file is opened exclusively, other users are not able to access the file until you exit. If a file is opened as "shared", multiple users can add, edit, and search in the file. This option is only available in the askSam Network version.


Setting File Properties for All New Files

The File Properties Dialog Box contains options that can be set for the current file. If you want to change the default file properties for new files, you will need to modify the file property settings in the NORMAL.ASK file.

When you create a new askSam file, it is based on the NORMAL.ASK file. Any data, reports, or settings in the NORMAL.ASK file are contained in your new file.

To modify the File Properties Options for All New Files:

1.	Choose FILE · OPEN and open the NORMAL.ASK file. This file is in the Templates subdirectory off of the directory where you installed askSam.

2.	Choose FILE · PROPERTIES and set the File Settings you want as default values when you create a new askSam file.

3.	Save and close the NORMAL.ASK file.

4.	Any new files you create will contain the File Properties you set in the NORMAL.ASK file.


Index Options

There are several options that affect the size, speed, and contents of your index. The Index Options are set on a per file basis. You access these options by choosing FILE · INDEX.

Specify Numeric and Date Fields to Index - This option lets you select numeric and date fields in your database so that they’ll be specially indexed.  As a default setting, no fields are specified as numeric or date.

Index Single Character Words - This option determines whether single character words (not defined as Noise Words) will be included in the index. As a default setting, single character words are not indexed.

Index Field Names - Determines whether the field names in your database are included in the index. Field names are any words ending with the field character (normally the opening square bracket [ or  the colon :. Since field names normally appear in most documents, the default setting does not index field names.

Punctuation Characters - The Punctuation Characters option defines characters to remove from words when a file is indexed. For example, normally you would not want the word Goodbye as one entry in your index and the word Goodbye! as another entry. Since the exclamation point ( ! ) is defined as a punctuation character, "Goodbye" in our previous example would appear as a single entry in the index.

The default punctuation characters are

!@%^&*()+=~`{}[]|\:;"<>?,./

You can insert new characters or delete existing characters  from this list.

Index Noise Words - The Noise Words option lets you enter words that you do not want included in the index. This is used for words such as "the", "an", and "in" - words that frequently appear in documents but would not be useful terms to search for.

You can insert new words or delete any of the existing words from this list.

Search Order - Determines the order in which askSam searches Documents in your file. You can choose to search from Documents "First to Last" or from "Last to First". Since the newest data and Documents are often added to the end of a file, it often makes sense to search from "Last to First" so the newest Documents are listed at the top of the search. The default value is "First to Last".

Memory Allocated for Indexing a File - This option defines the buffer size for indexing. In general, a larger buffer increases performance during indexing. The buffer is only used while askSam is indexing a file. Once indexing is complete, the buffer memory is freed.


Global Options

The TOOLS · OPTIONS command allows you to modify askSam's default system settings.

AutoSave when adding with Entry Form - This option controls whether the Current Document is automatically saved when you add another Document containing an Entry Form. This simplifies entering data.  By default, this option is on.

Automatically check for URLs when typing - When this option is on, askSam will monitor text typed into the askSam Word Processor. If you type a URL, askSam will automatically turn this into a hypertext link to that URL. By default, this option is on.

Background Repagination - When this option is on, askSam will automatically paginate Documents. The page counter will be displayed in the Status Bar at the bottom of the screen. By default this option is on.

Network default file access - This option sets the default mode for accessing files in the network version of askSam. You can choose whether file is opened in a "shared" or "exclusive" mode. If a file is opened exclusively, other users are not able to access the file until you exit. If a file is opened as "shared", multiple users can add, edit, and search in the file. This option is only available in the askSam Network version.

Show network dialog for recent files - When opening a file using the recent file options in the File menu (1 through 8 commands), this option determines whether the Network Access dialog will appear when you choose these options. By default this option is on. This option is only available in the askSam Network version.

Unit of Measure - Sets the Ruler and all measurements in either Inches (English) or Centimeters (Metric). The default value is English.

Show Commands from Dialogs - The search requests generated by the dialog boxes in the Actions Menu can also be entered directly in the Search Line. If you wish to see the commands that the system generates, turn this option on. The requests generated by reports are also displayed before the report is run. By default this option is off.

Warning Beep - Activates or deactivates the warning beep. The warning beep is heard in conjunction with various messages. By default this option is on.

Show Disable Data Entry Mode Message - Data Entry mode simplifies entering data into an Entry Form. It ensures that the cursor remains inside your fields. If you click outside the fielded area, a message will appear asking if you wish to turn off Data Entry mode. This option lets you turn this message on or off. By default this option is on.


File Properties Settings

The Settings tab in the File Properties dialog lets you set the following options:

FILE OPTION	DESCRIPTION
DEFAULT ENTRY FORM	Sets the default Entry Form for the file. The default Entry Form is added when you choose DOCUMENT · ADD DEFAULT ENTRY FORM. This option defaults to the NORMAL Entry Form.
FIELD CHARACTER	Defines which character designates a field. The default setting is the character [ (open square bracket).  Words ending with this character are treated like fields. For example, Name[ or Fax[. If your information contains words ending in another character, and you wish to use these words as fields, define this character as the Field Character. For example, if you have a file containing email and want to use words such as To:, From:, and Date: as fields, enter a : (colon) as the Field Character.
HIDE FIELD CHARACTERS	Determines whether the field character is displayed on the screen or hidden. The default value is NO (field characters are displayed on the screen).
DOCUMENT ADD LOCATION	Sets the location where new Documents are added to your file. You can choose to have them added to the “End of the File”, “Top of the File”, or “After the Current Document”. The default value is “End of the File”
DATA ENTRY MODE	Sets Data Entry mode for the file. You can set it to ON or OFF. Data Entry mode is designed to simplify entering data. When active, pressing ENTER or TAB moves you from one field to the next. You are only able to add and edit in fields. The default value is OFF.
CASE SENSITIVE SEARCHES	Turns case sensitive searches ON of OFF. If ON, all searches are case sensitive — the case of the word or phrase you enter in a Search must match the word or phrase in the Document. The default value is OFF.
DOCUMENT COUNTER	The ^N command can be inserted into an Entry Form to number Documents as they are added. The Document Counter allows you to reset the number of the next Document added to your file. See the chapter Working with Entry Forms for details.
PRINT EACH DOC ON A SEPARATE PAGE	This option affects how askSam prints multiple Documents. If set to YES, each Document will be printed on a new page. The default value is NO.
KEEP DOCS TOGETHER, PRINTING REPORTS	When you print a report containing information from multiple Documents, askSam keeps Documents from splitting across pages (if the Documents are smaller than a page). If you don't care where the page breaks occur, you can save paper by turning this option off.  The default value is YES.
USE PAGE LAYOUT SETTING FROM	This option determines the page layout settings askSam will use when printing multiple Documents. You can use the settings from the “First doc printed” (default value), from the “First doc in file”, or “Docs original settings” (which uses the settings stored with the individual Documents).
DATE FORMAT	Sets the format for dates in your askSam file. askSam supports a wide variety of date formats. The default value is 12/31/2000 MDY
DATE SEPARATOR	Defines the separator character inserted between numbers when dates are in a numeric format. The default value is “/”
INTERPRET DATES WITH 2 DIGIT YEARS AS:	Choose whether dates in a 2 digit year format are interpreted as 19xx or 20xx. The default value is 19xx.
TIME FORMAT	Sets the time format. The default value is 06:00 PM
WEEKDAY FORMAT	Sets the weekday format. The default value is WED.
NUMERIC 1000 SEPARATOR	Defines the character that will be used as the thousands separator in numbers. This is used when you total fields in reports, and when you set a decimal tab. The default value is a comma.
NUMERIC DECIMAL SEPARATOR	Defines the character that will be used as the decimal point in numbers. This is used when you total fields in reports. The default value is a period.
CURRENCY SYMBOL	Defines the character that will be used as the currency symbol. This is used when you total fields in reports. The default value is a dollar sign ($).
CURRENCY SYMBOL PLACEMENT	Determines where the currency symbol will be positioned. This is used when you total fields in reports. The default value is to place the currency symbol directly in front of the number - $1,000
DISPLAY BOOKMARK ICONS	Turns the display of the bookmark icon on and off. When a bookmark is set in askSam, an icon can be displayed in the margin beside the line containing the bookmark. This option lets you turn off these icons. The default value is YES (bookmark icons are displayed).
TEXT FOREGROUND COLOR	Sets the default foreground color for text. The default value is NONE.
TEXT BACKGROUND COLOR	Sets the default background color for text. The default value is NONE.
HITS FOREGROUND COLOR	Sets the default foreground color for highlighting hits in your Documents. The default value is white.
HITS BACKGROUND COLOR	Sets the default background color for highlighting hits in your Documents. The default value is black.
SEARCH LINE OUTPUT SEPARATOR	Defines the separator that is placed between Documents when outputting fields from the askSam search line. You can set the output separator to be a blank line or lines, a line of a character, a page break, or no separator. By default nothing is output between Documents.
SORT ARTICLES	Lets you define which words are articles. These words are ignored when you sort with the “Ignore Articles” options set to YES. The default articles are A, AN, and THE.
SORT TABLE	Lets you define a customized order for the Sort command. Place characters in the order you want them sorted.
PROMPT FOR DOCUMENT PROPERTIES	When set to YES, askSam will prompt for a Document name the first time you save a new Document. The default value is NO.
JPEG OPTIONS	Lets you decrease the size of your file by saving graphics in JPEG format. You can also reduce the file size by decreasing the quality of the JPEG images. Setting this anywhere from 98% to 95% will not have much of a noticeable on the graphics, but will significantly reduce the size of a database with many images.  IMPORTANT: always make a backup before decreasing the image quality. Once you’ve reduced the quality of images, there is no way to increase the quality back to its previous level.
MINIMUM NEW RECORD SIZE	When you add information to an existing askSam Document, askSam needs to allocate space for the new information. This setting determines the amount of space that will be allocated. When a file is packed, any extra space is removed. The default value is 2048 bytes (2 KB)
SAVE BACKUP FILE BEFORE PACKING.	When askSam packs a file, it automatically creates a backup file with a .BAK extension. If this backup file already exists, it is renamed to a .SAV file and a new .BAK file is created. If you set this option to NO, .SAV files are not created. This conserves disk space.


Security (Passwords and Encryption)

To keep your information secure, askSam provides multiple levels of password protection and the ability to encrypt your files. askSam lets you set up multiple access groups, define password for these groups, and define which askSam features each group can access. For example, you could set up a "Data Entry" group that is authorized to add and edit data, and a "Search" group that is only permitted read-only access to the data. For each file there is a "Supervisor" group. This group has access to all functions and is able to create and edit privileges for other groups.

Even if a file is password protected, certain viewing programs are able to display the information. To prevent this, you can use encryption. Encryption encodes the information in your file and prevents anyone not using askSam from viewing it.

See Also:

How to set a Password

How to change a password

How to remove a password

To Encrypt a File


How to set a Password

1.	Choose FILE · PROPERTIES.

The File Properties Dialog Box will appear.

2.	Choose the SECURITY button.

3.	The first time you select this button, the "Set Supervisor Password" Dialog Box will appear.

This dialog box asks you to enter and confirm a supervisor password for your askSam file. Please make sure you record this password in a secure place. You will be asked to enter this password whenever you access the Security options.

4.	Enter your supervisor password and choose OK.

5.	The File Security Dialog Box will appear.

By default, two Access Groups are set up for your file: "Supervisor" and "Default". The default settings give both of these groups "All Privileges" in the file.

To add new access groups, choose the ADD button.

To edit an existing group, select the group and choose the EDIT button.

To password protect a file, you would select the "Default" access and set a password for default access to the file.

6.	Select the "Default" access group and choose EDIT.

The Edit Access Group Dialog Box will appear.

7.	Enter and confirm a password for your access group.

If there are functions you wish to restrict from this group, remove the check mark beside the function. The Read-Only check box will remove all the functions that modify the file.

Remove the check marks from any function you wish to restrict for this group.

8.	Choose OK.

You will return to the File Security Dialog Box. You can repeat this procedure to add or edit other Access Groups.

9.	Choose OK to exit the File Security Dialog Box.

Your password is now set. The next time you open the file, a Dialog Box will appear requesting a password before you can access the file.

Select an Access Group and enter the password for that group to access the file. If no password has been set for the group, enter no password – simply choose OK to access the file.

NOTES:

1.	Passwords are case sensitive. To open a password-protected file, the password you enter must exactly match the password defined for the file. Even the upper/lower case characters in the password must match.

2.	Be sure to make a note of your Supervisor password.

3.	When you open an askSam file, you will be asked for a password if you modify any privileges for the Default access group… even if you’ve not set a password for the Default access group. In this case, do not enter a password. Simply choose OK to access the file as a "Default" user.


How to remove a password

1.	Choose FILE · PROPERTIES.

2.	The File Properties Dialog Box will appear.

3.	Choose the SECURITY button.

4.	You’ll be prompted for the Supervisor password.

5.	Enter the Supervisor password and choose OK.

6.	The File Security Dialog Box will appear.

7.	Select the Access Group whose password you wish to remove.

8.	Choose the EDIT button.

9.	Delete the password from the "Password" and "Confirm Password" fields.

10.	Choose OK.

The password will be removed and you return to the File Security Dialog Box.


How to change a password

1.	Choose FILE · PROPERTIES.

2.	The File Properties Dialog Box will appear.

3.	Choose the SECURITY button.

4.	You’ll be prompted for the Supervisor password.

5.	Enter the Supervisor password and choose OK.

6.	The File Security Dialog Box will appear.

7.	Select the Access Group whose password you wish to change.

8.	Choose the EDIT button.

9.	Enter the new password in the "Password" and "Confirm Password" fields.

10.	Choose OK.

The password will be saved and you return to the File Security Dialog Box.


To Encrypt a File

1.	Choose FILE · PROPERTIES.

2.	The File Properties Dialog Box will appear.

3.	Choose the SECURITY button.

4.	You’ll be prompted for the Supervisor password.

5.	Enter the Supervisor password and choose OK.

6.	The File Security Dialog Box will appear.

7.	Select the "Encrypt File" check box.

8.	Choose OK.

The file will be encrypted.


Changing the askSam Screen

It is possible to the increase your Work Space by selectively hiding various sections of the screen.

From the View Menu, you can choose to remove any of the following:

Toolbars (Standard, Format, etc.)
Search Line
Ruler
Search Results window


To hide (or restore) Toolbars and the Search Line:

Choose VIEW · DISPLAY.

The Display Dialog Box will appear. This dialog lists the removable sections of the askSam screen.

Select the screen sections you want to change and choose OK.

The askSam screen changes to reflect your selection.

NOTE:
You can also customize and create new Toolbars. For details, see Customizing Toolbars.


To hide (or restore) the Ruler or Search Results window

Choose VIEW · RULER or VIEW · SEARCH RESULTS

The askSam screen changes to reflect your selection.

NOTES:

1.	The Ruler setting is saved on a per file basis. You can have it turned off for some files and on for others.

2.	The Search Results window will reopen the next time you enter a search.

3.	You can also be close the Search Results window by clicking on the close icon on the Search Results toolbar.


Picklists

Pick Lists simplify entering data in askSam. With a Pick List you define a list of entries for a field. When you enter data in that field, you can have the list automatically appear, or you can simply press a key and display the list. Then choose the entry you want to insert in the field.

With askSam you can define a Pick List for a specific field, or you can define a Global Pick List for a file.

Field specific Pick Lists are useful for keyword fields, classification fields, or any field where you have a limited number of options to enter.

Global Pick Lists are helpful for long words or commonly used phrases (such as company name). With a single keystroke you can access this list and insert the desired information.


How to define a Picklist

Choose TOOLS · PICK LISTS (or press CTRL+F11).

The Pick List Dialog Box will appear.

Select whether your Pick List is for a specific field or global.

The Field Setting at the top of the Edit Pick List dialog lets you define the Pick List as Global, or you can choose a field from the list of field names and define a specific Pick List for this field.

NOTE:
A list of field names will only be displayed if you have created an Entry Form and entered fields.

Enter the text for your Pick List and choose Add. The text will be inserted in the Pick List.

At times you may want a description displayed in the Pick List and an abbreviation inserted in your field. For example: the description in the Pick List could be "Delaware". The text inserted could be "DE".

To do this, enter your description (e.g. Delaware) in the "Display Text" field. Before choosing Add, type the text you want inserted (e.g. DE) in the "Text to insert" field. Then choose the Add button. The descriptive text is displayed in the Pop-Up Pick List, but the abbreviation will be inserted in the field.

Choose CLOSE when your Pick List is complete.

You can display the Pick List you defined by pressing F11 when your cursor is in the field. You can select any item in the Pick List and press ENTER to insert it in your file. Or you can choose Cancel to remove the Pick List from your screen.

NOTES:

1.	Select the "Automatically display pop-up pick list" option if you want your Pick List to automatically appear when you enter the field. The Auto Pop-up option is only active when Data Entry mode is on and before a Document is saved. Once you save a Document, you will have to press F11 to display the Pick List for a field.

2.	Select the Sort option to alphabetically sort the contents of the Pick List.


To enter Data with a Picklist
How to enter Data with a Picklist

1.	Choose EDIT · INSERT · PICK LIST (or press F11).

The Pop-Up Pick List will appear.

NOTE: The Pop-Up Pick List will only appear if you've already defined either a Global Pick List or a Pick List for the current field. If no Pick List is defined, the Pick List dialog box will appear (allowing you to define a Pick List).

3.	Select the Pick List entry you want to insert and press ENTER.

4.	The Pick List entry will be inserted at the current cursor position.

NOTES:

1.	If you wish to select multiple entries from the Pop-Up Pick List, simply click on each of the entries and then press ENTER. Each of the selected entries is inserted at the cursor position.

2.	If the "Automatically display pop-up pick list" option is selected, your Pop-Up Pick List will automatically appear when you enter the field.


Pop-up Picklists

If you choose the "Automatically display pop-up pick list" option, the Pop-Up Pick List automatically appears when you reach the field. When a Pop-up Pick List appears you can:

1.	Choose an entry from the Pick List and press ENTER to insert it.

2.	Select multiple entries from the Pick List and press ENTER to insert them.

3.	Press ESC to remove the Pick List.

NOTE:
A Pop-up Pick List only appears automatically when adding a new Document with Data Entry mode on. When you later return to edit a Document, you must press F11 to display the Pick List.


To Edit or Delete a Picklist

1.	Choose TOOLS · PICK LISTS (or press CTRL+F11).

2.	The Pick List dialog box will appear.

3.	Choose the Pick List you wish to modify from the "Field" dropdown menu.

You can now:

BUTTON	ACTION
ADD	Adds new entries to the Pick List.
REPLACE	Select the Pick List entry you wish to modify, and change the "Text to insert". REPLACE replaces an existing entry with the new text.
DELETE	Deletes an existing entry.  Select the entry you wish to delete and choose the Delete button.
DELETE ALL	Deletes all entries from the Pick List for a field.
	Moves entries in a Pick List up or down in the list (only available when a list is not sorted).
Choose the CLOSE button when you finish editing the Pick List.


Importing a Picklist

The Import button lets you import entries into your Pick List. The texts you import must be formatted so that each entry in your Pick List appears in its own line. For example, to import a Pick List of all the US states, the Pick List would have to have the following format:

Alabama

Alaska

Arizona

Arkansas

California

Colorado

Connecticut

Delaware

If you wish to import a Pick List with "Display Texts" which differ from the "Texts to insert", the text you import has to have the following format:

Alabama|AL

Alaska|AK

Arizona|AZ

Arkansas|AR

California|CA

Colorado|CO

Connecticut|CT

Delaware|DE

In this case, the imported Pick List will display "Alabama" in the Pick List, but insert "AL" into the field.


Importing Entries into a Picklist

1.	Choose TOOLS · PICK LISTS (or press CTRL+F11).

2.	The Pick List dialog box will appear.

3.	Choose the Field where you want to import the Pick List entries (from the "Field" dropdown menu).

4.	Choose the IMPORT button. Select the file you want to import and choose the OPEN button.

5.	The Pick List text you imported is displayed in the Pick List dialog.


To Export Entries from a Pick List

1.	Choose TOOLS · PICK LISTS (or press CTRL+F11).

2.	The Pick List dialog box will appear.

3.	Choose the Pick List field you wish to export (from the "Field" dropdown menu).

4.	Choose the EXPORT button. The "Save As" dialog box will appear. Enter a name for the file, and choose the SAVE button.

The entries from the Pick List you selected are saved into a text file. You can import these into another askSam database, or you can edit these and re-import them into the current database.


The Spell Checker

askSam offers two options for Spell Checking:

1.	You can spell check an existing Document

2.	You can check your spelling while you type (Auto Spell Checking)


To Spell Check an Existing Document

Go to the Document you want to Spell Check. If you don't want to Spell Check the entire Document, select the text you want checked.

1.	Choose TOOLS · SPELLING (or press F7).

2.	askSam will begin checking the spelling in your Document. If askSam encounters a word it does not recognize, the Check Spelling Dialog Box will appear.

3.	Choose from the following options:

OPTION	ACTION
IGNORE	Ignores this word (this instance only) and continues with the spell check.
IGNORE ALL	Ignores all instances of this word in the current Document and continues with the spell check.
CHANGE	Changes the spelling of the unrecognized word to the alternative that askSam suggests or to an alternative that you enter.
CHANGE ALL	Changes all occurrences of the unrecognized word to the alternative that askSam suggests or to an alternative that you enter.
SUGGEST	Generates a list of suggestions for any word you enter in the "Not in Dictionary" field.
ADD	Adds the unrecognized word to your User Dictionary. When a word is added to the User Dictionary, it will no longer be displayed as an incorrect spelling.
OPTIONS	Set options for spell checking (see Spell Check Options).
CLOSE	Closes the Check Spelling Dialog Box.
EDIT DICTIONARIES	Lets you modify the User Dictionary (see Modifying the User Dictionary).
ADD WORD TO	Defines which User Dictionary unrecognized words are added to. You can have multiple user dictionaries (for example for different languages).
4.	After askSam completes the spell check, a message will appear stating how many words were checked and how many were not recognized.

NOTES:

When you check spelling in a Document, the words and fields contained in your Entry Form are automatically ignored. This keeps askSam from displaying Field Names or other standard texts as errors in every Document in your file. To check the spelling of an Entry Form, choose TOOLS · ENTRY FORM, open the Entry Form you want to spell check, and then start the Spell Checker.


The Spell Check Options

The Options button in the Check Spelling dialog lets you set the following options:

OPTION	ACTION
IGNORE CAPITALIZED WORDS	When checked, any words beginning with a capital letter are ignored (i.e., are skipped over without being checked). This option is useful when the text being checked contains many proper names.
IGNORE ALL-CAPS WORDS	When checked, any words containing all capital letters are ignored (i.e., are skipped without being checked). This option is useful when the text being checked contains many acronyms.
IGNORE WORDS WITH NUMBERS	When checked, any words containing embedded digits are ignored (i.e., are skipped without being checked). Examples of such words include "Win95" and "Q4".
IGNORE WORDS WITH MIXED CASE	When checked, any words containing an unusual mixture of upper- and lower-case letters are ignored Examples of such words include "askSam" and "CapsLock".
IGNORE DOMAIN NAMES	When checked, any words that appear to be Internet domain names (such as askSam.com) are ignored
REPORT DOUBLED WORDS	When checked, any word appearing twice in a row is reported as an error.
CASE SENSITIVE	When checked, a distinction is made between capitalized and non-capitalized words. For example, "canada" is considered different from "Canada", so "canada" would be reported as a misspelling. When the option is not checked, "canada" and "Canada" are considered identical. Note that the performance of the spelling checker will be reduced if this option is not checked.
PHONETIC SUGGESTIONS	When checked, suggestions are made based on phonetic (sounds-like) similarity to the misspelled word. This option tends to improve suggestions for badly misspelled words. Enabling this option will increase the time required to locate suggestions. Note that either this option or the Typographical Suggestions option must be checked or no suggestions will be offered.
TYPOGRAPHICAL SUGGESTIONS	When checked, suggestions are made based on typographical (looks-like) similarity to the misspelled word. This option is appropriate for people who are generally good spellers. Note that either this option or the Phonetic Suggestions option must be enabled or no suggestions will be offered.
SUGGEST SPLIT WORDS	When checked, two separate words will be suggested as a replacement for a misspelling containing two joined words. For example, "is the" would be suggested as a replacement for "isthe".
MAIN DICTIONARY LANGUAGE	This option allows you to set the language of the main dictionary used to check spelling. The list shows only languages for which dictionaries are installed on your system. To check spelling in a different language, select the language in the list.
SUGGESTIONS	Determines the speed and accuracy of the initial search for suggested replacements for misspelled words. When a misspelled word is detected, a search is automatically made for suggestions. This option controls the speed and accuracy of this automatic search. Pressing the Suggest button in the Check-Spelling Dialog causes an increasingly more accurate (but slower) search for suggestions.


Modifying the User Dictionary

User Dictionaries let you place words the spell checker does not recognize into your own personal dictionary. askSam lets you have multiple user dictionaries (for different users or for different languages).

You access the user dictionary from the EDIT DICTIONARY button in the Check Spelling dialog.

OPTION	ACTION
WORDS	Lists the words in the currently selected user dictionary. This is also where you enter new words to add to the dictionary.
OTHER WORD	Lets you enter an alternate word associated with the currently selected word. The other word is used in the "Auto change" and "Conditionally change" actions to supply a replacement word. You can enter more than one word in the Other Word box, but the total length is limited to 63 characters.
ADD WORD	Adds the word entered in the Word Field to your user dictionary.  If you’ve selected an action (other than ignore) and entered other words in the Other Word Field, these items are associated with the word when it is added to your dictionary.  The Add Word button is enabled only when a new word is typed in the Word Field. The words you add may contain virtually any character, but only words that contain embedded periods should have trailing periods (e.g., U.S.A. is OK, but USA. is not).
DELETE WORD	Deletes the word you select in the Words List from the currently selected dictionary.
IMPORT	Adds the words contained within a text file to the currently selected dictionary. When you select the Import button, a dialog appears which you can use to select the text file to be imported. Each word in the selected file is loaded into the dictionary. Note that importing a large list of words may take some time.
EXPORT	Saves the contents of the currently selected dictionary to a text file. When you select the Export button, a dialog appears which you can use to select the name of the text file to which words in the dictionary will be exported. The words are written to the file one per line.
ACTION	Set the action the Spell Checker will take when it encounters a word.  Ignore (skip): tells the spelling checker that the word is spelled correctly, and so can be skipped over. This is the most common action. The other options are listed in the drop down menu.
FILES	List the open dictionary files. When you select a file from the list, its contents are displayed in the Words list.
ADD FILE	Opens a user dictionary file. When you select the Add File button, a dialog appears which you can use to select the dictionary file to open. The set of open dictionary files is remembered, so once you add a dictionary file you don't need to add it again. If you need to create a new user dictionary, use the New button. You can open other applications' user dictionary files.
NEW FILE	Creates a new user dictionary file. When you select the New button, a dialog appears which you can use to specify attributes of the new dictionary.
REMOVE FILE	Closes the currently selected dictionary file. Closed dictionaries are not checked during a spelling check. Although the file is closed, it is not deleted. Closed dictionary files can be later reopened using the Add File button.


Auto Spell Checking

The Auto Spell Checker checks your spelling while you type.

To Activate the Auto Spell Checker:

Choose TOOLS → AUTO SPELL CHECKING

The Auto Spell Checker will be turned ON.  askSam checks your spelling while you type. When an unrecognized word is encountered, askSam beeps.

NOTES:

1.	To add an unrecognized word to the User Dictionary, select the word and choose TOOLS · SPELLING (or press F7). The Spelling Dialog Box will appear. Choose the ADD button and the word is added to the User Dictionary.

2.	When Auto Spell Checking is ON, it checks spelling in any askSam file where you enter information. Auto Spell Checking will remain ON until you choose TOOLS · AUTO SPELL CHECKING and turn it OFF.


Creating and Modifying Templates

askSam comes with variety of pre-defined templates. Templates are databases that we’ve setup for you. You can use them as a basis for building your own databases. Whenever you create a new file, you can choose to create it based on the NORMAL.ASK template, or you can create it from another existing template.

The NORMAL.ASK template is an empty file. If you base your new file on NORMAL.ASK, you’ll get an empty file with the settings from the NORMAL.ASK file. If you create a file from another existing template, the new file will contain the Entry Forms, reports, settings, and data from the template. This saves you the time and trouble of reentering this information.

Templates are stored in the TEMPLATES subdirectory underneath your askSam directory. When you install askSam, the pre-defined templates are copied to this directory. You can use templates as they are supplied, modify them, or create entirely new templates.

Templates can contain any or all of the following:

1.	Entry Forms - Entry Forms define the structure for a file. They simplify entering data and tell askSam what fields the file contains.

2.	Reports - Reports display information in an organized and summarized manner.

3.	Data & Hypertext Links  - Each of the templates included with askSam contains one document describing the contents of the template and a Hypertext Menu. Templates, like the calendar template, contain multiple data documents that you fill out as required.


Creating a New Template

Any askSam file in the TEMPLATES directory is considered to be a template. So to create a new Template, you just create a new askSam file and save it in the TEMPLATES directory.

1.	Choose FILE · NEW and create a New File in the TEMPLATES directory.

2.	Define Entry Forms, create Reports, enter data - whatever your template requires.


Modifying an Existing Template

To modify an existing template:

1.	Choose FILE · OPEN and select a file from the TEMPLATES directory

2.	Edit the Entry Forms, Reports, Hypertext Menu, or data.


File Recovery

If for any reason an askSam file becomes corrupted, askSam will automatically detect the error and ask if you want to recover the file. If you choose the YES button, askSam will recover the file. If you choose the NO button, your file will be closed. The next time you access the file, you will be given the option to recover.


Recovering a File Automatically

•	Renames the corrupted file with the extension .CRP

•	Scans the corrupted file and attempts to repair any errors. (Depending on the size of your file, and the errors encountered, this can be a lengthy process.)

•	Adds a list of the problems detected, the actions taken, and the Document number where the error occurred to the ASKSAM4.LOG file in the WINDOWS directory.

•	Packs the corrupted file.

When this process is completed, you are returned to the recovered File.


Date Searches

Within askSam, there are three different types of Date Searches:

1.	Simple Date Search

2.	Date Range

3.	Date Comparison

Date Search allows you to search for a single date within a field. (Example: January 12, 2000 in the Date[ field)

Date Range allows you to search for documents in which the date field is within a range of dates. (Example: Find all documents in which the date field is less than February 2, 1999 and greater than or equal to December 25, 1998)

See also:

Date Search

Date Range

Date Comparison


Date Search

The Date Search allows you to search for a single date within a field.

1.	Chose ACTIONS · OTHER SEARCHES · DATE

2.	When the Date Search dialog appears, you will need to specify your Date Field in the supplied box.

3.	To the right of the date field, you can set the connecting statement. The available options are:

a.	Less Than ( < )

b.	Less Than or Equal To ( <= )

c.	Equal To ( = )

d.	Greater Than ( > )

e.	Greater Than or Equal To ( => )

f.	Not Equal To ( <> )

4.	You can then set which date you wish to search. This can be a second date field, a specified date, or the current date.

5.	If you have multiple date fields of the same name within your documents, you can set whether you want to match only the first occurance of the date field, any occurance of the date field, or all occurances of the date field.


Date Range

The Date Range allows you to search for documents in which the date field is within a range of dates.

1.	Chose ACTIONS · OTHER SEARCHES · DATE

2.	When the Date Search Dialog appears, click on the Date Range Tab at the top of the dialog.

3.	You will then need to specify your Date Field in the supplied box.

4.	To the right of the date field, you can set the connecting statement. The available options are:

a.	Less Than ( < )

b.	Less Than or Equal To ( <= )

c.	Equal To ( = )

d.	Greater Than ( > )

e.	Greater Than or Equal To ( => )

f.	Not Equal To ( <> )

You can then set the first date in the range. This can be a specified date or the current date.

You will then need to set the second connecting statement. As an example, you could set the search to have the date field greater than the first date and less than the second date specified.

You will then need to set the second date in the range. This can be a specified date or the current date.

If you have multiple date fields of the same name within your documents, you can set whether you want to match only the first occurance of the date field, any occurance of the date field, or all occurances of the date field.


Date Comparison

The Date Comparison Dialog Box allows you to search using an amount of time (days, months, or years) as your criteria. It allows you to compare a Date field to a date or another Date field and search on the time difference.

1.	Chose ACTIONS · OTHER SEARCHES · DATE

2.	When the Date Search Dialog appears, you will need to click on the Date Comparison Tab at the top of the dialog.

3.	You will need to specify your Date Field in the supplied box.

4.	You can then set which date you wish to search. This can be a second date field, a specified date, or the current date.

5.	Beneath the date field, you can set the connecting statement. The available options are:

a.	Less Than ( < )

b.	Less Than or Equal To ( <= )

c.	Equal To ( = )

d.	Greater Than ( > )

e.	Greater Than or Equal To ( => )

f.	Not Equal To ( <> )

To the right of the connecting statement, you will need to set the quantity with which to do the comparison.

To the right of the quantity, you will need to set which date unit you wish to use. The available options are Days, Months, and Years.

If you have multiple date fields of the same name within your documents, you can set whether you want to match only the first occurance of the date field, any occurance of the date field, or all occurances of the date field.


Search in Field

The Search in Field Command allows you to search for a word or phrase in a specific Field. For example: to find a Document containing "White" in the Name Field, use the Search In Field Command. Simply doing a search for "White" from the Command Line or the Boolean Search Dialog Box would find "White" anywhere in the Document, not just in the Name Field.

Using the Search in Field Command:

1.	Chose ACTIONS · OTHER SEARCHES · FIELD

2.	In the Find Word or Phrase, specify what search term you are looking for.

3.	Then you will need to specify which field you will want to search in.

There are four options that you can chose when searching in a field:

•	Empty - Find documents where the field is empty

•	Not Empty - Find documents where the field is not empty.

•	Fuzzy - See Fuzzy Searches for more information.

•	Multi-line field - This specifies if a field has more than one line of information.

If you have multiple date fields of the same name within your documents, you can set whether you want to match only the first occurance of the date field, any occurance of the date field, or all occurances of the date field.


Proximity Searches

A proximity search allows you to search for two words or phrases occurring within a specified proximity of one another.  This enables you to use the natural elements contained within blocks of normal text (words, lines, sentences and paragraphs) to tailor a search.

EXAMPLES: You can find all Documents where "Gore" and "Bush" appear in the same paragraph. Or you could locate the Documents containing "GM" and "Ford" within 5 words of one another.

Executing a Proximity Search:

1.	Choose ACTIONS · OTHER SEARCHES · PROXIMITY and the Proximity Search Dialog Box will appear.

2.	Enter the first word or phrase of the proximity search.

Enter a number in the quantity field - or leave it blank if the words are to appear in the same sentence, line, or paragraph. If, for example, you wanted GM and Ford within 5 words of one another, you would enter "5".

3.	Choose a structural unit for the search (either words, sentences, lines or paragraphs).

4.	Choose a direction for the search. Your choices are:

Before
On Either Side of
After
In the Same

This selection defines the proximity of the search. If you select IN THE SAME, both words must occur in the same structure (sentence, paragraph, or line).

5.	Enter the second word or phrase.

6.	Choose OK.

askSam will execute the proximity search, open the Search Results Window, and display the Documents retrieved. The first retrieved Document will be displayed in the top portion of the screen.

NOTES:

The Output Hits option opens a new window and outputs the hits from your proximity search in this window.

The Fuzzy option uses fuzzy logic when searching for the word or phrase.

(askSam Professional version) In an indexed file, the Proximity dialog displays the maximum number of hits for the request. The actual number is displayed when the Documents are retrieved in the Search Results Window.

The Proximity Type setting enables you to determine the extent of the proximity search. You can choose either:

Word or Phrase - Searches the entire text of every Document in the file. (Default)

First Structure of Each Document - limits the search to a word or phrase in the first word, sentence, line, or paragraph of a Document.


Numeric Searches

You can use this command to search for documents based on a numeric comparison of fielded information.

1.	Chose ACTIONS → OTHER SEARCHES → NUMERIC

2.	In the Numeric Search Dialog, you will need to specify which field you are searching in.

3.	To the right of the field, you can set the connecting statement. The available options are:

a.	Less Than ( < )

b.	Less Than or Equal To ( <= )

c.	Equal To ( = )

d.	Greater Than ( > )

e.	Greater Than or Equal To ( => )

f.	Not Equal To ( <> )

You will then need to set the numeric value you are searching on.

If you have multiple date fields of the same name within your documents, you can set whether you want to match only the first occurrence of the date field, any occurrence of the date field, or all occurrences of the date field.

askSam also lets you search for information based on a comparison of two fields. For example, find documents where FIELD1[ is >= FIELD2[.


The Entry Form Wizard - Step 1

In Step One of the Entry Form Wizard, you can define your fields.

In the first step of the wizard, a table with blank entries should appear. To enter your field names, type them into the first column.

When you type information into the first column, the second column should become available. In this column, you can set what type of field you want it to be. The options are:

Text - This is a standard one line field.

Memo - This is a multi-line field.

Automatic Number - This will automatically number the field.

Automatic Time - This will automatically insert the time a document was added.

Automatic Date - This will automatically insert the date on which a document was added.

Automatic Weekday - This will automatically insert the day on which a document was added.

When you enter in a field, you can set which style that field will appear in by pulling down the menu next to "Field Style"

You can also specify how the data within the field will appear by setting a "Data Style".

If need be, you can enter in a default value for a field. This value, if specified, will always be put in whichever field you have specified it for.

The final option you can use on this step is the Pick List option. You can specify a Pick List for any field that you create. Click here for more information on Pick Lists.

See Also:

The Entry Form Wizard - Step 2

The Entry Form Wizard - Step 3


The Entry Form Wizard - Step 2

In Step Two of the Entry Form Wizard, you will set the Form Properties for your entry form.

The Options on this dialog are:

Entry Form Name - This specifies which name the entry form is given.

Default Entry Form - This allows you to set this entry form to be the default or not.

Data Entry Mode - This will set the Data Entry Mode to be on or off as a default.

Field Character - This specifies the field character for an entry form.

Hide Field Characters - This will hide all field characters from view.

Shorcut Key - This option allows you to specify a keyboard command that you can use to add the entry form.

Add Location - This specifies where in the file new documents from this entry form will be created.

See Also:

The Entry Form Wizard - Step 1

The Entry Form Wizard - Step 3


The Entry Form Wizard - Step 3

In Step Three of the Entry Form Wizard, you can finish the creation process.

There are three options in this step:

Enter Data - This will bring up a new document and allow you to immediately begin to enter information.

Edit Entry Form - This will take you to the layout of your entry form and you can edit the specifics of it from that screen.

Save & Close - This will save the entry form and take you back to your database.

See Also:

The Entry Form Wizard - Step 1

The Entry Form Wizard - Step 2


Registering Your Software

As a registered askSam owner, you're eligible for many special benefits:

•	Free maintenance releases

•	Technical support

•	Discounted prices on software upgrades

•	askSam Product News (including our e-mail newsletter).

To Register:

1.	Select HELP · REGISTER

2.	Enter your full name.

3.	Enter your e-mail address

4.	By checking the appropriate box you can choose want to receive information about new releases and our monthly newsletter or just information about new releases or if you do not wish to be added to our e-mail list.

NOTE:

You can also register via the Internet at http://www.askSam.com/register/. Or, if you find it easier: call or email us - all we need is your name, address, email address, and the serial number of your program.


The Help Menu

COMMAND	DESCRIPTION
AskSam Help Topics	Access the askSam Help function. You can search for individual topics or scroll through a list of help topics to find the information you’re looking for.
About askSam	Gives the version number and other information about askSam.


The Help Button

	Access the askSam Help function. You can search for individual topics or scroll through a list of help topics to find the information you’re looking for.


The F1 Key

Pressing F1 will access context sensitive Help. From a dialog box, pressing F1 displays information about that dialog box. Pressing F1 in a pull-down menu displays information about the selected menu command.


Help in Dialog Boxes

Nearly every Dialog Box contains a HELP Button in top right corner. After clicking on this Button, you can select any part of the current Dialog Box, and askSam displays a help text for this item.


e-Docs - An Electronic Version of the askSam Documentation

The entire contents of the askSam User’s Guide is included on your askSam CD-ROM. The documentation is contained in a full-text searchable, hypertext-linked askSam database.


The askSam Web Site

Our Web site contains Frequently Asked Questions (FAQs), as well as, a searchable Knowledgebase of other issues. Visit our Web site at: http://www.askSam.com


Registering Your Software

As a registered askSam owner, you're eligible for many special benefits:

•	Free maintenance releases

•	Technical support

•	Discounted prices on software upgrades

•	askSam Product News (including our e-mail newsletter).

To Register:

Select HELP · REGISTER

Enter your full name.

Enter your e-mail address

By checking the appropriate box you can choose want to receive information about new releases and our monthly newsletter or just information about new releases or if you do not wish to be added to our e-mail list.

NOTE:

You can also register via the Internet at http://www.askSam.com/register Or, if you find it easier: call or email us - all we need is your name, address, email address, and the serial number of your program.


Installing askSam

Run the askSam Setup program and follow the instructions on the screen. If you have any questions, call our Technical Support Department at 850-584-6590, see our Web site http://www.askSam.com or email us at tech@askSam.com

Below is a description of several screens you’ll encounter during the installation:

License Agreement - This screen contains license agreement for using askSam.

User Information & Serial Number - Enter the name of the user, and company who will use this copy of askSam. You will need to enter your askSam serial number. The serial number is on the CD ROM or diskette. If you purchased askSam on-line, you will receive the serial number via email.

Choose Destination Location - By default askSam is installed in a directory called \ASKSAM4. This screen lets you modify the directory where you install askSam

Setup Type - This screen lets you select how askSam is installed. "Typical" installs the most common options. "Compact" installs the minimum required options. "Custom" lets you select the components you want to install.

During installation, askSam files will be copied to the appropriate directories. When the installation is complete a message will appear, asking if you wish to view the README file or launch askSam 4. We encourage you to take a look at the README file. It’s a Hypertext-linked askSam database with information that is not contained anywhere else.


Removing askSam

You can remove askSam by selecting ADD/REMOVE PROGRAMS in the Windows Control Panel.  Choose START → SETTINGS → CONTROL PANEL → ADD/REMOVE PROGRAMS. Select askSam 5 and choose the ADD/REMOVE button. The askSam program and the associated registry entries are removed from your computer. The only askSam files that are not removed, are askSam database files that you’ve updated. These will have to be removed manually.


How Your Information is Stored

Before you begin working with askSam, it is important that you understand how askSam stores information.  Like other applications, askSam stores your information in FILES. Each file is actually a DATABASE - you can search through it and create reports or otherwise use the information contained in it.  Each File may contain multiple DOCUMENTS (these Documents correspond to Records in a traditional database). Each of these Documents can be any length – a single page letter or a 300 page report. askSam can access an unlimited number of files. The maximum file (database) size is 16 Terabyte.

In a word processor, each File contains a single Document.

           File 1	  File 2	        File 3

                      AskSam Database

In askSam a File is a searchable Database of multiple Documents. askSam files also contain Entry Forms, Reports, and Mail Merge documents.


Organizing Your Information

askSam does not require that you adhere to any strict organizational method. However, to make maximum use of the program's features, you should consider placing similar types of information together as documents in a single file. This allows you to quickly and easily search all related documents.

In general, askSam is used to manage either freeform information (such as correspondence or notes) or structured data (such as addresses).

See Also:

Freeform Text

Structured Data


Freeform Text

If you are managing Freeform Information, you should group related documents together in a single file.  Some possible approaches here include:

•	One file that contains faxes, another for memos, another for addresses, another for marketing materials, etc..  This would enable you to search through and generate reports based on the document styles you use daily.

•	You might also consider setting up a separate file for each case or new project, grouping all documents pertaining to similar cases or projects in the same file.


Structured Data

If the nature of your information calls for using askSam in a more database oriented manner, your documents will correspond to the records of a standard database. In this case, it is advisable (although not required) to keep information with similar structures together.

Though you will be able to perform many of the reporting functions of a traditional database, askSam does offer some important advantages including:

•	Searching on a Document-by-Document basis without regard for which field actually contains the information.

•	The ability to alter the structure of specific documents on the fly as you enter information.

•	Field lengths can vary from one Document to the next.

•	Fields need only appear in the Documents that require them.

•	Use multiple forms in a single database file.

•	The ability to use both fields and freeform text on an as needed basis from Document to Document.

•	The ability to use textual elements (words, lines, sentences or paragraphs) in the freeform portions of your Documents to add structure during searches.

askSam's open approach to database structuring makes it possible for you to manage information in a database style without the complexity and rigid uniformity of traditional databases.


The Parts of an askSam Database

An askSam database is a container for any kind of information. Enter or import information into askSam, and you’ll instantly be able to search this information.

An askSam database consists of the following parts:

PART	DESCRIPTION
Documents	askSam Documents contain your information.  An askSam Document can contain a single line of text or thousands of pages of information. A Document can contain structured data, for example a name, address, and other contact information, or a Document can contain unstructured information such as a research note.
Entry Forms	Entry Forms let you define structure for the Documents in an askSam file.  You can set up “fields” in an Entry Form, and these fields will be displayed when you add Documents to your file. For example, if you want to create a database of Web sites you use along with the user name and password for these sites, you could set up an Entry Form with the fields “Web Site”, “Description”, “User Name”, and “Password”. As you enter Documents into your file, you would simply fill out these fields.  You do not necessarily need Entry Forms in an askSam database.
Reports	Reports define different views for your information.  You can use reports to create sorted lists from the information in your database. Reports are an optional part of the database.
Mail Merge	Mail Merge lets you print mail merge letters or send email messages to the contacts in your database. Normally, the Mail Merge feature is only used in databases that contain contact information.


Starting askSam

After you install askSam, you can start the program by clicking on the askSam Icon on your desktop, or by choosing START · PROGRAMS · ASKSAM 5.

See the Getting Started Manual for instructions on installing askSam.

•	Choose the README icon to start askSam and load the README file. The README file is an askSam database containing links to example files, templates, on-line documentation, and more. The README file also contains important reminders as well as information that didn't make it into the manual. Please take a quick look at the README file.

•	Choose the askSam 5  icon to start askSam.


Starting askSam and Automatically Loading a File

You may want to have askSam load a specific database when the program starts. To do this:

1.	Right click on the askSam icon on your desktop.

A pop-up menu will appear.

2.	Choose PROPERTIES.

The askSam 5 Properties Dialog Box will appear.

3.	In the “Target” field, leave a blank space after the path to the askSam.exe and enter the drive, path, and name of the askSam file you want to automatically be opened when you start askSam

4.	Choose the OK button.

The next time you start askSam, the file you entered will be loaded when the application starts.


The Start Menu

When you start askSam, the Start menu appears.

From this menu, you can choose:

•	Blank Database - to create a new database.

•	Template Database - to create a new database based on an existing template.

•	Open an existing file - to open an existing askSam file. You can select from a list of previously opened files, or you can choose OK to display the OPEN FILE dialog box.

This menu only appears when askSam is first started.


Creating New Files

If you decide to create a new askSam file, you have two options:

1.	You can create an empty file and setup your own fields or import your information.

2.	Or you can create a file patterned after an existing File Template.

To Create a New askSam File:

1.	Choose FILE · NEW (or press CTRL+N).

2.	The NEW Dialog Box will appear. In this dialog box, you can choose to create an empty file or select a template file as the basis for your askSam database. In addition, you can choose whether you want to create an Entry Form for the new file, import into the file, or simply create an empty file.

3.	Choose the CREATE Button.

4.	The SAVE NEW FILE Dialog Box will appear.

5.	Enter a name for your file and choose the OK Button.

See Also:

Working with File Templates


Working with File Templates

File Templates in askSam enable you to create new files based on the structure and settings of a previously created file. Templates provide consistency between files of similar type.  A File Template may include:

•	Entry Forms for entering Documents in your file.

•	Predefined Pick Lists for filling out your Entry Form.

•	Predefined reports to extract data from the Documents in your file.

•	Default settings for the file.

•	Default styles and formats (such as Margins, Tabs, Fonts and Page Size).

•	Documents containing data and information.

See Also:

Creating a File from an Existing Template

Creating an Empty File


Creating a File from an Existing Template

To make getting started with askSam as easy as possible, we've included a wide variety of sample templates. Some templates are more suited for highly structured data (like the ADDRESS template) others are more text/information oriented (like the EMAIL or MEMO templates). You can modify these sample templates and create new ones to better suit your specific needs.

To Create a New File from an Existing Template:

1.	Choose FILE · NEW (or press CTRL+N).

2.	The NEW Dialog Box will appear.

3.	Select a template.

4.	Choose the CREATE Button.

5.	The SAVE NEW FILE Dialog Box will appear.

Enter a name for the database.

6.	Choose the SAVE Button.

askSam will create a new file containing the settings from the Template you selected.

See Also

Working with Documents

Creating and Modifying Templates


Creating an Empty File

If our pre-defined Templates are not exactly what you require, you can create an empty file and define your own database.

To Create an Empty File:

1.	Choose FILE  → NEW (or press CTRL+N).

The NEW Dialog Box will appear.

The “Create Entry Form in new database” option will start the Entry Form wizard and allow you to define fields for your new database.

The “Import into new database” option displays the Import dialog, and lets you import information into the new database.

The “Import Email into new database” option displays the Import Email dialog, and lets you import email messages into the new database.

The “Go to empty database” option simply creates a new file.

2.	Choose the CREATE Button.

The SAVE NEW FILE Dialog Box will appear.

3.	Enter a name for the database.

4.	Choose the SAVE Button.

Your screen will clear, and you will be in an empty Document. Depending on ACTION you selected, you can now:

•	Design an Entry Form to define a structure for the documents you will enter in this file (see the next chapter, Working with Entry Forms for details).

•	Import information into the file (see the Importing and Exporting Information chapter for details).

•	Immediately begin typing information in the first Document.


DEFAULT TOPIC TITLE
This is a context-sensitive Help file that is called from an application.


Applies and saves any changes you have made and then closes this dialog.


Displays your document at twice its normal size


Displays your document at its normal size


Displays your document at three-fourths its normal size.


Displays your document at half its normal size.


Enter the percentage - between 10 and 200 - at which you want to view your document.


Enter the percentage - between 10 and 200 - at which you want to view your document.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Press the shortcut key you want to use for this command


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Enter the world or Phrase you wish to find.


Specify which field you will want to search in.


In an indexed file, the Search in Field dialog displays the maximum number of hits for the request. The actual number is displayed when the Documents are retrieved in the Search Results Window.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Set the connecting statement from the list of available options.


Set the numeric value you are searching on.


Prompts you to


Closes this dialog box without saving any changes.


Provides Help for this feature.


Lists the printers installed on your computer. Lets you select another printer.


Displays a menu of settings for the currently selected printer.


Describes the state of the selected printer, for example, busy or idle.


Identifies the selected printer.


Identifies the location of your printer and the printer port it is using.


Additional information about the printer that appears  in the Name box.


Saves the Document or Documents you print as a printer file.


Prints all pages, specific pages, or a selected text passage.


Prints all pages, specific pages, or a selected text passage.


Prints the current Document.


Lets you select the Documents to print.


Prints all Documents in the file.


Prints only the current selection. The option is not available if nothing is selected in your Document.


Print a report.


Prints the page range you type in the from and to boxes.


Prints the page range you type in the from and to boxes.


Enter the first page number in the page range you wish to print.


Prints the page range you type in the from and to boxes.


Enter the last page number in the page range you wish to print.


Print multiple copies of the print job. The default setting is 1.


Print multiple copies of the print job. The default setting is 1.


Enter the number of copies you wish to print.


Prints the copies of the document in proper binding order.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Enter the name of the field or select it from the field list. If the field is longer than a single line check the "Long Field" option.


Select this option if the field is longer than a single line


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter the name of the font you wish to apply to the selected text.


Enter the name of the font you wish to apply to the selected text.


Click Italic, Bold, or Bold Italic to apply these formats to the selected text. Click Regular to remove bold or italic formatting.


Click Italic, Bold, or Bold Italic to apply these formats to the selected text. Click Regular to remove bold or italic formatting.


Enter the font size for the selected text. You can type any number between 1 and 1638. The sizes in the Size list depend on the selected font and active printer.


Enter the font size for the selected text. You can type any number between 1 and 1638. The sizes in the Size list depend on the selected font and active printer.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Draws a line through the selected text.


Underlines the selected text.


Enter the name of the numeric field and set the Total modifiers.


When this modifier is checked, askSam outputs not just the total, but also lists the numbers for each field used in the total.


When the specified field occurs several times in a single Document, askSam uses all the values in the calculation. When this modifier is selected, only the first occurrence in each Document is used.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter the Document Name.


Tells you what type of document this is.


Enter the author's name.


Enter any keywords for this document.


Enter any comments you want recorded about this document.


Enter a name for the Style.


Select whether you want a Paragraph Style or a Character Style.


Base your Style on the formatting used in an existing Style.


Sets the Style that will be used for the following paragraph.


This is a preview of how your new style will look.


This is a description of your new style.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Set the font for you new Style.


Set the paragraph format for your new Style.


Set the tabs for your new Style.


Select the name of the Entry Form you wish to edit from the list below or type in a new name to create a new Entry Form.


Closes this dialog box and retains the changes you made.


Provides Help for this feature.


This will switch you to the Entry Form Editor. This is where you enter fields, text, and graphics for the Entry Form.  In the Entry Form Editor, the DOCUMENT pull-down menu switches to the ENTRY FORM pull-down menu.


Deletes the selected Entry Form.


A Wizard screen will appear asking if you wish to append fields to the end of the current Entry Form, or if you wish to create a new Entry Form.


Choose the name of the letter you wish to edit.


Closes this dialog box and retains the changes you made.


Provides Help for this feature.


Print your mail merge letter(s)


Preview your letter(s) before you print them


You switch to the Mail Merge Editor and the Mail Merge letter you selected is opened.


Deletes the Mail Merge letter you selected.


Enter the word or phrase you wish to locate.


Opens the Word List for this file.


The Fuzzy option uses fuzzy logic when searching for the word or phrase.


Prompt the user to enter the Word or Phrase they wish to find.


Enter a number in the Qty. field. This number determines how many words, sentences, lines, or paragraphs will be output.


Choose a structural unit for the search (either words, sentences, lines or paragraphs).


Choose a structural unit for the search (either words, sentences, lines or paragraphs).


Choose a structural unit for the search (either words, sentences, lines or paragraphs).


Choose a structural unit for the search (either words, sentences, lines or paragraphs).


Choose a direction for the search.


Outputs the sentence, line or paragraph before the word or phrase.


Outputs the sentence, line or paragraph on either side of the word or phrase.


Outputs the sentence, line or paragraph after the word or phrase.


Only the sentence, line, or paragraph containing the specified word or phrase will be output.


Outputs the sentence, line, or paragraph containing the word or phrase you enter.


Outputs the first word, sentence, line, or paragraph from Documents containing the word or phrase you enter.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


In an indexed file, the Show dialog displays the maximum number of hits for the request.


Choose a report name from the list below.


Run the selected Report.


Edit the selected Report.


Delete the selected Report.


Closes this dialog box and retains the changes you made.


Provides Help for this feature.


Enter the text you want to appear when the report is run. This text will prompt you for your selection.


The default prompt is used if the user chooses OK without entering a prompt. Entering a Default prompt is optional.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter the first word or phrase of the proximity search.


Opens the Word List for this file.


The Fuzzy option uses fuzzy logic when searching for the word or phrase.


Prompt the user to enter the Word or Phrase they wish to find.


Enter a number in the quantity field or leave it blank if the words are to appear in the same sentence, line, or paragraph.


Enter a number in the quantity field or leave it blank if the words are to appear in the same sentence, line, or paragraph.


Choose a structural unit for the search (either words, sentences, lines or paragraphs).


Choose a structural unit for the search (either words, sentences, lines or paragraphs).


Choose a structural unit for the search (either words, sentences, lines or paragraphs).


Choose a structural unit for the search (either words, sentences, lines or paragraphs).


Choose a direction for the search.  Your choices are; before, on either side of, after, in the same.


Choose a direction for the search.  Your choices are; before, on either side of, after, in the same.


Choose a direction for the search.  Your choices are; before, on either side of, after, in the same.


Choose a direction for the search.  Your choices are; before, on either side of, after, in the same.


Choose a direction for the search.  Your choices are; before, on either side of, after, in the same.


Enter the second word or phrase.


The Fuzzy option uses fuzzy logic when searching for the word or phrase.


Prompt the user to enter the 2nd Word or Phrase they wish to find.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


The Output Hits option opens a new window and outputs the hits from your proximity search in this window.


In an indexed file, the Proximity dialog displays the maximum number of hits for the request. The actual number is displayed when the Documents are retrieved in the Search Results Window.


Searches the entire text of every Document in the file.


Limiters the search to a word or phrase in the first word, sentence, line, or paragraph of a Document.


Use the up and down arrows to select the right number for your search request.


Enter the word or phrase you wish to count


Check this box to count all the occurrences of a Word or Phrase in an askSam file (even if they occur several times in individual Documents).


Click this box to count the number of Documents that contain a word or phrase in an askSam file.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Search for a Word or Phrase.


Search for a word or phrase in a specific Field.


Within askSam, there are three different types of Date Searches; Simple Date Search, Date Range and Date Comparison.


Search for documents based on a numeric comparison of fielded information.


Search for two words or phrases occurring within a specified proximity of one another.


Add a Prompt to your Search request.


Sort your documents alphabetically, numerically, or by date.


Add or delete parenthesis to group the request and set the proper priority.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Deletes the selected part of your Search request.


Deletes everything in your Search List window.


In an indexed file, the Search dialog displays the number of hits as you enter a request.


Edit the Search Request.


Enter a word or phrase you wish to find.


Select a word or phrase from the files "Word List".


The Fuzzy option uses fuzzy logic when searching for the word or phrase.


In an indexed file, the maximum number of hits for the request is displayed.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter a name for your new Toolbar.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Turn specific toolbars on and off, by checking or unchecking the toolbar.


Displays the name of the selected toolbar.


Turns the tooltip function on and off. Tooltips are short, descriptive texts that appear when you point to a button.


Affects the type of button that is displayed in the toolbars.


Affects the size of the buttons displayed in the toolbars.


Create a new toolbar, by choosing the NEW button and then selecting the COMMANDS tab and dragging buttons to the new toolbar.


Reset an existing toolbar to its default commands. Select the toolbar you wish to reset and choose the RESET button.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Enter a name for the search or select a search from the list below.


Executes the selected search.


Create a new search from the Search Dialog.


Copy the selected stored search and save it under a new name.


Rename the selected search.


Delete the selected search.


Closes this dialog box and retains the changes you made.


Provides Help for this feature.


To create a file based on a template, double-click the icon for the template you want.


Creates a new file based on your Action selection.


Closes this dialog box without saving any changes.


If checked a new file will be created , and the Entry Form Wizard will be displayed.


If checked a new file will be created and the import dialog box will be opened.


If checked an empty file will be created.


Provides Help for this feature.


Select a Directory


Applies and saves any changes you have made and then closes this dialog.


Provides Help for this feature.


Indents a paragraph from the left margin by the amount you enter in this box. If you want text to appear in the left margin, enter a negative number.


Indents a paragraph from the right margin by the amount you enter in this box. If you want text to appear in the right margin, enter a negative number.


Click First line to indent only the first line of a paragraph. Click Hanging to indent all but the first line of a paragraph. Click (none) to remove special indentation formatting.


Enter the amount of indentation for a first-line or hanging indent. askSam clears this box if you click (none) in the Special list.


Sets the amount of space above each selected paragraph.


Sets the amount of space after each selected paragraph.


Sets the amount of vertical space between lines of text. If you click  Exactly, enter a value in the At box.


Enter the amount of vertical space you want between lines of text. This setting is effective only if you click Exactly in the Line spacing box.


Sets the position of selected paragraphs relative to the indents. To align text relative to the left and right margins, remove any indentation formatting.


Sets the position of selected paragraphs relative to the indents. To align text relative to eh left and right margins, remove any indentation formatting.


Shows how your document will look with the selected options.


Choose the Style you want to apply.


Choose from this list the styles to display in the Styles box.


Applies the selected style to your text.


Closes this dialog box without saving any changes.


Opens the "New Style" dialog box from where you can create a new style.


Opens the "Modify Style" dialog box from where you can make changes to the selected style.


Deletes the selected style.


Displays the name of the Style you are modifying


List the type of Style you are modifying.


Base the Style on the formatting used in another existing Style.


Sets the Style that will be used for the following paragraph.


Shows you a preview of the paragraph using the modified Style.


Description of the modified Style.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Sets font, font style, font size, and color for the Style.


Sets the alignment, indents, and spacing for the Style (only available for the Paragraph Style).


Sets the tab settings for the Style (only available for Paragraph Styles).


Enter a name for the bookmark or choose an existing bookmark from the list below.  Bookmark names can contain letters and numbers. A name may also consist of multiple words.


Adds a new bookmark with the name you entered under Bookmark Name.


Closes this dialog box and retains the changes you made.


Provides Help for this feature.


Deletes the Bookmark you selected.


Renames the Bookmark you selected


Takes you to the text containing the selected Bookmark.


Enter a new name for the Bookmark.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Displays the current bookmark name


Define what the selected text will link to.


Choose the Browse button if you want to set links to Bookmarks, Documents, Entry Forms, Searches, or Reports in another askSam file.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter the URL you want to link to.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter the path and name of the application you wish to start.


Brings up the "Open" dialog box from where you can select the application or file to enter in the Executable Field.


Enter a file name or other parameter to pass to the application when it is opened.


Brings up the "Open" dialog box from where you can select the application or file to enter in the "Parameters passed" dialog box.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Closes this dialog box and retains the changes you made.


Provides Help for this feature.


Enter a name for your document.


Applies and saves any changes you have made and then closes this dialog.


Provides Help for this feature.


Choose from the options below where you would like to go in the file.


Choose the location within the Document, Bookmark, or line.


Closes the dialog box and takes you to the place you selected.


Closes this dialog box and retains the changes you made.


Wraps the field contents when they reach the right margin of your report.


Wraps the field content in a column.


Truncates the field at the defined column.


Enter


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Closes this dialog box without saving any changes.


This meter bar displays the progress of the Pack.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter your supervisor password.  Remember passwords are case sensitive.


Enter the new password again exactly as you entered it under Password.   Remember to match the upper/lower case characters with what you typed under Password.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter the supervisor password.  Passwords in askSam are case sensitive.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter a name for your new Access Group


Enter the new password.  Remember passwords are case sensitive.


Enter the new password again exactly as you entered it under Password.   Remember to match the upper/lower case characters with what you typed under Password.


Remove check marks from any functions you wish to restrict for this access group.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Checking this box will remove all the functions that modify the file.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter a new word to add to the list of Noise Words and click on the Add button.


Noise Worlds are words that you do not want included in the index.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Adds any words you entered in the New Word  box to your list of Noise Words.


Deletes the word currently highlighted in the Noise Words Box.


When selected, leaves  blank line(s) between documents.  Enter a number for the quantity of blank lines to leave.


When selected, leaves a line of the character you enter in the box provided.


When selected, outputs a Page Break between documents.


When selected, there is no separator between documents.


Enter a number for the quantity of blank lines to leave.


Enter the type of character you want to use as a document separator.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Closes this dialog box without saving any changes.


The Meter Bar displays the progress of the indexing.


Closes this dialog box and retains the changes you made.


Enter a new name for the stored search.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Deletes the selected item from the list.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Choose Add and the Search Dialog will appear.


Choose Edit to edit the Search Dialog


Choose Remove to delete you last selection.


When checked, the field will not be totaled.


When checked, the field will be totaled.


The "Numeric Format" modifier affects the way the totals are formatted.


Decimal Place modifiers define how many decimal places will be output after a number. You can choose from 0 to 9.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


The Character Style modifier lets you select a character style for a total. When the Report is output, the total will be formatted using this style.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Click here to unlock your copy of askSam


Closes this dialog box without saving any changes.


Follow the instructions above then enter your serial number here


Try askSam for 30 days before buying it


Click here if you want to buy this copy of askSam


Closes this dialog box without saving any changes.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Choose a new View or select the View you want to modify.


Opens the Define Columns dialog where you select the items you want to have displayed in the Search Results Window from the Available Fields list,


Choose the Sort button if you want the items listed in the Search Results Window to display in sorted order.


Closes this dialog box and retains the changes you made.


Provides Help for this feature.


Create a new Search Results View.


Delete the selected Search Results View.


Rename the selected Search Results View.


Click on the field you want to display in the Search Results Window and then click the Add button.  Continue to do this until you have selected all the fields you'd like to see in the Search Results Window.


Adds the selected Field to the Search Results Window


Removes the selected field from the Search Results Window.


Enter a style for the column.


Enter a measurement for the width of the column.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


List of the selected files


Choose the Add Files button to select the files you wish to include in your search.


Removes the selected file from your search request.


Removes all the files in the Files to search box.


Brings up the Search dialog box.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Closes this dialog box without saving any changes.


Select a field or fields whose contents should not be duplicated.


Displays duplicate documents.


If this box is checked you can view the duplicates before deleting them.


Closes this dialog box without saving any changes.


Provides Help for this feature.


If this box is checked askSam will match the case on duplicate fields.


Select  the field that should not contain duplicate information and choose the Add or Remove button.


Adds the selected field to the list of Unique Fields.


Removes the selected field from the list of Unique Fields.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


The Field Setting at the top of the Edit Pick List dialog lets you define the Pick List as Global, or you can choose a field from the list of field names and define a specific Pick List for this field.


At times you may want a description displayed in the Pick List and an abbreviation inserted in your field.  In the Display text box enter the text you wish to display in your Pick List.  In the Text to insert box, enter the abbreviation that will be inserted in the field.


At times you may want a description displayed in the Pick List and an abbreviation inserted in your field.  In the Display text box enter the text you wish to display in your Pick List.  In the Text to insert box, enter the abbreviation that will be inserted in the field.


Moves entries in a Pick List up or down in the list (only available when a list is not sorted.)


When checked, the contents of the Pick List will be alphabetically sorted.


When checked, the Pick List will automatically appear when you enter a field.


Closes this dialog box and retains the changes you made.


Adds new entries to the Pick List


Deletes an existing entry. Select the entry you wish to delete and choose the Delete button.


Deletes an existing entry. Select the entry you wish to delete and choose the Delete button.


The Import button lets you import entries into your Pick List.  The texts you import must be formatted so that each entry in your Pick List appears in its own line.


Saves the entries from the Pick List you selected as a text file.  You can import these into another askSam database, or you can edit these and re-import them into the current database.


Provides Help for this feature.


Enter the word or phrase you wish to find. No Wildcards are allowed in FIND.


When checked, the Match Case option makes the FIND Case Sensitive.


When checked , the Find Whole Words Only option will only locate complete words.


Choose Find Next to continue your Search.


Closes this dialog box without saving any changes.


Converts the dates in the selected fields.


Closes this dialog box without saving any changes.


Provides Help for this feature.


List of open files.


askSam opens the file you chose and searches it for the selected text.  The Documents retrieved by the search will be listed in the Search Results Window.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Type a word or select a word from the list below.


List of all words present in the file.


Takes you to the selected word.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made to this dialog box and starts creating an Index for this file.


Deletes the Index for the file listed under File name:


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Removes the selected field from the List of numeric and date fields in the file.


Removes all fields from the List of numeric and date fields in the file.


Closes this dialog box without saving any changes.


If checked multiple users will have access to the file at one time.


If checked the file will be opened exclusively and other users will not be able to access the file while you are using it.


If checked the file will be opened as Read-Only.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


When checked, multiple users are permitted to access, edit, and search a file at the same time.


When checked, the file cannot be opened by other network users.


Create an empty database


Create a database based on either an existing template or a new template.


When checked, you can choose a file to open from the list of files below.


List of existing files to choose from.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


The new database is opened as Read-Only.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Lists all the askSam commands. Select the command for which you'd like to define a shortcut key.


Shows the current shortcut key assigned to this command (if any shortcut is available).


Closes this dialog box and retains the changes you made.


Displays a dialog that lets you define the shortcut key.


Removes an existing shortcut key from a command.


Resets all the shortcut keys to their original default values.


Provides Help for this feature


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Enter a name for the new dictionary.


Enter a name for the new dictionary.


Browse through a list of excising dictionary.


Select the language for this dictionary.


Select the language for this dictionary.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter your first and last name


Enter your e-mail address


Enter your job title


Enter your Company name.


Enter the first line of your mailing address


Enter the second line of your mailing address


Enter the City name for your mailing address


Enter the State


Enter your zip code


Enter the country name if other than the USA


Phone number


Enter the number of PCs in your home or business


Enter the store name or web site address where you purchased askSam.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Provides Help for this feature.


Provides Help for this feature.


Select the field that you wish to insert in your report.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter the password for this file.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Wraps the field contents when they reach the right margin of your report.


Wraps the field contents in a column.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter a measurement in inches.  This defines the position where the Tab will be set.


Left aligns the text on this tab.


Centers text on this tab.


Right aligns text on this tab.


Aligns text on the decimal character.


Inserts the bar character on the tab.


Right aligns fields in Entry Forms. This tab is only meant to be used for setting up fields in Entry Forms.


Leaves the space blank between the cursor position before you press the Tab key, and the position where the Tab is set.


Fills the space between the cursor position before you press the Tab key, and the position where the Tab is set with dots.


Fills the space between the cursor position before you press the Tab key, and the position where the Tab is set with hyphens.


Fills the space between the cursor position before you press the Tab key, and the position where the Tab is set with a line.


The tab is inserted in the list.


Removes the selected tab from the list.


Removes all tabs from the list.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


From the list below select the Entry Form you wish to insert.


Inserts the selected Entry Form at the bottom of the current document.


Inserts the selected Entry Form at the top of the current document.


Inserts the selected Entry Form at the cursor position in the current document.


Inserts the selected Entry Form at the Line number listed here.


Inserts the selected Entry Form before the word(s) or field listed here.


Inserts the selected Entry Form after the word(s) or field listed here.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter a new name for this search results view.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Displays the current search results view name.


List of deleted documents.


Undeletes the selected document.


Closes this dialog box and retains the changes you made.


Provides Help for this feature.


Enter the text you want to replace.


Enter the text you want inserted in your Document. No Wildcards are allowed in the Replace Command.


Select whether to use the Replace command in the current Document, in selected Documents, or in all Documents in a file.


When checked, the Match Case option makes REPLACE case Sensitive.


When checked, the Find Whole Words Only option will only replace complete words.


Finds the next occurrences of the tt you want to replace.


Closes this dialog box without saving any changes.


Replaces a single occurrence.


Replaces every occurrence in your Document.


Provides Help for this feature.


Closes this dialog box without saving any changes.


From this list select the report you wish to run.


Run the selected report.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Closes this dialog box without saving any changes.


Run the selected mail merge.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Closes this dialog box without saving any changes.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter the word or phrase you wish to locate and press ENTER (or choose ADD). The word or phrase will be added to the Search Term list, and you move to the next line of the Dialog Box.


Access the word list for this file.


Add parenthesis to group the request and set the proper priority.


When checked, the search will be case sensitive.


When checked, the search will use fuzzy logic.


Displays the number of hits for your request.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Adds a word or phrase to the Search Term list.


Removes the selected line from the Search Term list.


Removes all entries from the Search Term list.


When checked, characters such as commas or tabs separate each field.


When checked, fields are aligned in columns with spaces between each field.


Sets the row number where you want to start importing data. This is useful if the first row or rows contain field names or other header information.


Enter the row number where you want to start importing data.


Use the up and down arrows to select a row number.


Shows a preview of the file being imported.


Specifies whether the data you are importing is "Delimited" or "Fixed Width". askSam will auto-detect the format, and default to the appropriate option.


If checked, the wizard will use the data in the first row as field names for the data.


Import the tables.


When checked, all of the tables listed above will be imported.


Closes this dialog box without saving any changes.


Cancel importing the current file.


Cancel importing all files.


Closes this dialog box without saving any changes.


When checked, Auto Field Recognition is activated.


When checked, Auto Field Recognition is not activated.


Import all selected files regardless of file date.


Select files to import based on the file date being "<, > or = " to the date you enter in the box provided.


Select a date operator from the drop down list "<, > or =".


Enter the file date.


The entire file you import is stored in askSam as a single Document. If you import multiple files, each of these is stored as a separate askSam Document in your database.


Each time askSam encounters a blank line, a new askSam Document is created for the next block of imported information .This option turns each paragraph of a file into a separate Document in your database (provided that each paragraph in the imported file is separated by a blank line).


Divides the file you import into askSam Documents wherever hard page breaks are encountered. Hard page breaks are page breaks set using a word processor page break command. In text files the ASCII 12 character is understood as a page break.


Lets you specify a number of lines as a delimiter. askSam creates a new Document each time the specified number of lines are imported.


The Document Delimiter determines how imported information will be divided into Documents.


Allows you to enter a string of characters which askSam will use to separate imported information into multiple Documents. Pressing ENTER inserters a CR/LF (carriage return / line feed).


The Remove Delimiter String option removes the Delimiter String from the imported information.


Allows you to enter a string of characters which askSam will use to separate imported information into multiple Documents. Pressing ENTER inserters a CR/LF (carriage return / line feed).


When checked, your information will be imported into an empty file.


When checked, your information will be imported into a specific (named) Entry Form.


Enter the location and name of the file(s) you want to import.


Browse through a list of available files.


Select the type of file you will import.  Use the down arrow to select from a list of possible file types.


Windows and DOS use different character sets for extended characters. When importing DOS texts into askSam, the "File Origin" option should be set to "DOS" (OEM)". When importing texts from another Windows application, the "File Origin" option should be set to "Windows (ANSI)".


When checked, documents are added to the End of the File.


When checked, documents are added to the beginning of the File.


When checked, documents are added after the Current Document.


When checked, documents are added after a specific (named) Document.


When checked, documents are added to the end of the Current Document.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


When checked, documents are added to the End of the File.


When checked, documents are added after the Current Document.


When checked, documents are added after a specific (named) Document.


When checked, documents are added to the end of the Current Document.


When checked, documents are added to the end of a specific (named) Document.


Specify the location where imported documents are added to your file.


Select a Directory from the list below.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


When checked, information will be imported into the Selected Entry Form.


When checked, information will be imported into an empty document.


Select an Entry Form from the list below.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Closes this dialog box without saving any changes.


Create a new template.


The entire file you import is stored in askSam as a single Document.


Each time askSam encounters a blank line, a new askSam Document is created for the next block of imported information. This option turns each paragraph of a file into a separate Document in your database (provided that each paragraph in the imported file is separated by a blank line).


Divides the file you import into askSam Documents wherever hard page breaks are encountered. Hard page breaks are page breaks set using a word processors page break command. In text files and ASCII 12 character is understood as a page break.


Lets you specify a number of lines as a delimiter. askSam creates a new Document each time the specified number of lines are imported.


Allows you to enter a string of characters which askSam will use to separate imported information into multiple Documents. Pressing ENTER inserts a CR/LF (carriage return / line feed).


The Remove Delimiter String option removes the Delimiter String from the imported information.


Lets you specify a number of lines as a delimiter. askSam creates a new Document each time the specified number of lines are imported.


Allows you to enter a string of characters which askSam will use to separate imported information into multiple Documents. Pressing ENTER inserts a CR/LF (carriage return / line feed).


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Closes this dialog box without saving any changes.


Import the files regardless of the file date.


Select files to import based on the file date "<, > or = " to the date you enter in the box provided.


Select a date operator from the drop down list "<, > or =".


Enter the file date.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Import options


Select alls the files currently displayed in the Import Dialog. This is useful when you wish to import an entire directory of files.


Sets a "Comma" as the delimiter between your data.


Sets a "Space" as the delimiter between your data.


Sets a "Semicolon" as the delimiter between your data.


Lets you select another character to enter as the delimiter between your data.  Enter the character in the box beside this option.


Sets a "Tan" as the delimiter between your data.


Enter the character you want to be the delimiter between your data.


When checked, consecutive delimiters that appear together are interpreted as a single delimiter.


Sets the character that surrounds text fields in your data. When many programs, output delimited data, they surround text fields with quotes.


Sets the character that surrounds text fields in your data. When many programs, output delimited data, they surround text fields with quotes. Use the down arrow to select from a list of available options.


Lets you select an askSam Entry Form and imports your data into fields in the Entry Form. If you do not select an Entry Form, you simply enter field names for the data at the top of each column.


Lets you select an askSam Entry Form and imports your data into fields in the Entry Form. If you do not select an Entry Form, you simply enter field names for the data at the top of each column.  Use the down arrow to select from a list of available Entry Forms.


Click to set the field width for each of the fields and choose NEXT.


When checked, the first row will be used as field names.


This option allows you to save your import settings.  You can reuse the settings the next time you import a Text Delimited file with the same structure.


When checked, the import settings are saved.


When checked, the import settings are not saved.


This fie requires a Password.  Type the Password in the box provided. In askSam passwords are case sensitive.


Select an Access group from the list provided.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Shows the status of the file being imported and the number of Documents being added.


This bar shows the status of the import.


Saves your changes and continues with the import.


Closes this dialog box without saving any changes.


Select another file type from this drop down list.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


If you choose to import into an askSam Entry Form, you are able to select which fields in the data file correspond to the fields in the askSam database.


When checked, the first row will be used as column names


Name of the table being imported


Lets you select an askSam Entry Form and imports your data into fields in the Entry Form. If you do not select an Entry Form, you simply enter field names for the data at the top of each column.


Lists the Outlook folders.


Outlook import options.


Imports the contents of the selected folder(s).


Closes the dialog without saving any changes you have made.


Select alls the folders.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Checking the Append Box allows you to append the exported information onto the end of an existing file. The Append option is only available for certain export types.


If you are exporting information to another Windows application, make sure that the "OEM format" check box is not selected. If you are exporting text to a DOS application, the "OEM format" option should be checked. This option is not available for all File Types.


The Delimiters button allows you to define a delimiter that is output between Documents when more than one Document is exported.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Contains a list of all fields in your file (this list comes from the fields listed in your Entry Forms). Select the fields you want to export and choose ADD.


Adds the selected field in the "Field List" to the "Export Fields List".


Adds every field in the "Field List" to the "Export Fields List".


Removes the selected field from the "Field List".


Removes all fields listed under the "Export Fields List".


Contains a list of fields that you have selected to export.


This option lets you set  the fields you are exporting as single line.


This option lets you set the fields you are exporting as multiple line.


Sets the delimiter that will output between the fields. You can choose "Comma", "Semicolon", "Space", or "Tab".


Sets a character that will surround the fields you output. You can set this to a single quote or double quote.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


DEFAULT TOPIC TITLE
This is a context-sensitive Help file that is called from an application.


Applies and saves any changes you have made and then closes this dialog.


Displays your document at twice its normal size


Displays your document at its normal size


Displays your document at three-fourths its normal size.


Displays your document at half its normal size.


Enter the percentage - between 10 and 200 - at which you want to view your document.


Enter the percentage - between 10 and 200 - at which you want to view your document.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Press the shortcut key you want to use for this command


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Enter the world or Phrase you wish to find.


Specify which field you will want to search in.


In an indexed file, the Search in Field dialog displays the maximum number of hits for the request. The actual number is displayed when the Documents are retrieved in the Search Results Window.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Set the connecting statement from the list of available options.


Set the numeric value you are searching on.


Prompts you to


Closes this dialog box without saving any changes.


Provides Help for this feature.


Lists the printers installed on your computer. Lets you select another printer.


Displays a menu of settings for the currently selected printer.


Describes the state of the selected printer, for example, busy or idle.


Identifies the selected printer.


Identifies the location of your printer and the printer port it is using.


Additional information about the printer that appears  in the Name box.


Saves the Document or Documents you print as a printer file.


Prints all pages, specific pages, or a selected text passage.


Prints all pages, specific pages, or a selected text passage.


Prints the current Document.


Lets you select the Documents to print.


Prints all Documents in the file.


Prints only the current selection. The option is not available if nothing is selected in your Document.


Print a report.


Prints the page range you type in the from and to boxes.


Prints the page range you type in the from and to boxes.


Enter the first page number in the page range you wish to print.


Prints the page range you type in the from and to boxes.


Enter the last page number in the page range you wish to print.


Print multiple copies of the print job. The default setting is 1.


Print multiple copies of the print job. The default setting is 1.


Enter the number of copies you wish to print.


Prints the copies of the document in proper binding order.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Enter the name of the field or select it from the field list. If the field is longer than a single line check the "Long Field" option.


Select this option if the field is longer than a single line


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter the name of the font you wish to apply to the selected text.


Enter the name of the font you wish to apply to the selected text.


Click Italic, Bold, or Bold Italic to apply these formats to the selected text. Click Regular to remove bold or italic formatting.


Click Italic, Bold, or Bold Italic to apply these formats to the selected text. Click Regular to remove bold or italic formatting.


Enter the font size for the selected text. You can type any number between 1 and 1638. The sizes in the Size list depend on the selected font and active printer.


Enter the font size for the selected text. You can type any number between 1 and 1638. The sizes in the Size list depend on the selected font and active printer.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Draws a line through the selected text.


Underlines the selected text.


Enter the name of the numeric field and set the Total modifiers.


When this modifier is checked, askSam outputs not just the total, but also lists the numbers for each field used in the total.


When the specified field occurs several times in a single Document, askSam uses all the values in the calculation. When this modifier is selected, only the first occurrence in each Document is used.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter the Document Name.


Tells you what type of document this is.


Enter the author's name.


Enter any keywords for this document.


Enter any comments you want recorded about this document.


Enter a name for the Style.


Select whether you want a Paragraph Style or a Character Style.


Base your Style on the formatting used in an existing Style.


Sets the Style that will be used for the following paragraph.


This is a preview of how your new style will look.


This is a description of your new style.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Set the font for you new Style.


Set the paragraph format for your new Style.


Set the tabs for your new Style.


Select the name of the Entry Form you wish to edit from the list below or type in a new name to create a new Entry Form.


Closes this dialog box and retains the changes you made.


Provides Help for this feature.


This will switch you to the Entry Form Editor. This is where you enter fields, text, and graphics for the Entry Form.  In the Entry Form Editor, the DOCUMENT pull-down menu switches to the ENTRY FORM pull-down menu.


Deletes the selected Entry Form.


A Wizard screen will appear asking if you wish to append fields to the end of the current Entry Form, or if you wish to create a new Entry Form.


Choose the name of the letter you wish to edit.


Closes this dialog box and retains the changes you made.


Provides Help for this feature.


Print your mail merge letter(s)


Preview your letter(s) before you print them


You switch to the Mail Merge Editor and the Mail Merge letter you selected is opened.


Deletes the Mail Merge letter you selected.


Enter the word or phrase you wish to locate.


Opens the Word List for this file.


The Fuzzy option uses fuzzy logic when searching for the word or phrase.


Prompt the user to enter the Word or Phrase they wish to find.


Enter a number in the Qty. field. This number determines how many words, sentences, lines, or paragraphs will be output.


Choose a structural unit for the search (either words, sentences, lines or paragraphs).


Choose a structural unit for the search (either words, sentences, lines or paragraphs).


Choose a structural unit for the search (either words, sentences, lines or paragraphs).


Choose a structural unit for the search (either words, sentences, lines or paragraphs).


Choose a direction for the search.


Outputs the sentence, line or paragraph before the word or phrase.


Outputs the sentence, line or paragraph on either side of the word or phrase.


Outputs the sentence, line or paragraph after the word or phrase.


Only the sentence, line, or paragraph containing the specified word or phrase will be output.


Outputs the sentence, line, or paragraph containing the word or phrase you enter.


Outputs the first word, sentence, line, or paragraph from Documents containing the word or phrase you enter.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


In an indexed file, the Show dialog displays the maximum number of hits for the request.


Choose a report name from the list below.


Run the selected Report.


Edit the selected Report.


Delete the selected Report.


Closes this dialog box and retains the changes you made.


Provides Help for this feature.


Enter the text you want to appear when the report is run. This text will prompt you for your selection.


The default prompt is used if the user chooses OK without entering a prompt. Entering a Default prompt is optional.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter the first word or phrase of the proximity search.


Opens the Word List for this file.


The Fuzzy option uses fuzzy logic when searching for the word or phrase.


Prompt the user to enter the Word or Phrase they wish to find.


Enter a number in the quantity field or leave it blank if the words are to appear in the same sentence, line, or paragraph.


Enter a number in the quantity field or leave it blank if the words are to appear in the same sentence, line, or paragraph.


Choose a structural unit for the search (either words, sentences, lines or paragraphs).


Choose a structural unit for the search (either words, sentences, lines or paragraphs).


Choose a structural unit for the search (either words, sentences, lines or paragraphs).


Choose a structural unit for the search (either words, sentences, lines or paragraphs).


Choose a direction for the search.  Your choices are; before, on either side of, after, in the same.


Choose a direction for the search.  Your choices are; before, on either side of, after, in the same.


Choose a direction for the search.  Your choices are; before, on either side of, after, in the same.


Choose a direction for the search.  Your choices are; before, on either side of, after, in the same.


Choose a direction for the search.  Your choices are; before, on either side of, after, in the same.


Enter the second word or phrase.


The Fuzzy option uses fuzzy logic when searching for the word or phrase.


Prompt the user to enter the 2nd Word or Phrase they wish to find.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


The Output Hits option opens a new window and outputs the hits from your proximity search in this window.


In an indexed file, the Proximity dialog displays the maximum number of hits for the request. The actual number is displayed when the Documents are retrieved in the Search Results Window.


Searches the entire text of every Document in the file.


Limiters the search to a word or phrase in the first word, sentence, line, or paragraph of a Document.


Use the up and down arrows to select the right number for your search request.


Enter the word or phrase you wish to count


Check this box to count all the occurrences of a Word or Phrase in an askSam file (even if they occur several times in individual Documents).


Click this box to count the number of Documents that contain a word or phrase in an askSam file.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Search for a Word or Phrase.


Search for a word or phrase in a specific Field.


Within askSam, there are three different types of Date Searches; Simple Date Search, Date Range and Date Comparison.


Search for documents based on a numeric comparison of fielded information.


Search for two words or phrases occurring within a specified proximity of one another.


Add a Prompt to your Search request.


Sort your documents alphabetically, numerically, or by date.


Add or delete parenthesis to group the request and set the proper priority.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Deletes the selected part of your Search request.


Deletes everything in your Search List window.


In an indexed file, the Search dialog displays the number of hits as you enter a request.


Edit the Search Request.


Enter a word or phrase you wish to find.


Select a word or phrase from the files "Word List".


The Fuzzy option uses fuzzy logic when searching for the word or phrase.


In an indexed file, the maximum number of hits for the request is displayed.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter a name for your new Toolbar.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Turn specific toolbars on and off, by checking or unchecking the toolbar.


Displays the name of the selected toolbar.


Turns the tooltip function on and off. Tooltips are short, descriptive texts that appear when you point to a button.


Affects the type of button that is displayed in the toolbars.


Affects the size of the buttons displayed in the toolbars.


Create a new toolbar, by choosing the NEW button and then selecting the COMMANDS tab and dragging buttons to the new toolbar.


Reset an existing toolbar to its default commands. Select the toolbar you wish to reset and choose the RESET button.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Enter a name for the search or select a search from the list below.


Executes the selected search.


Create a new search from the Search Dialog.


Copy the selected stored search and save it under a new name.


Rename the selected search.


Delete the selected search.


Closes this dialog box and retains the changes you made.


Provides Help for this feature.


To create a file based on a template, double-click the icon for the template you want.


Creates a new file based on your Action selection.


Closes this dialog box without saving any changes.


If checked a new file will be created , and the Entry Form Wizard will be displayed.


If checked a new file will be created and the import dialog box will be opened.


If checked an empty file will be created.


Provides Help for this feature.


Select a Directory


Applies and saves any changes you have made and then closes this dialog.


Provides Help for this feature.


Indents a paragraph from the left margin by the amount you enter in this box. If you want text to appear in the left margin, enter a negative number.


Indents a paragraph from the right margin by the amount you enter in this box. If you want text to appear in the right margin, enter a negative number.


Click First line to indent only the first line of a paragraph. Click Hanging to indent all but the first line of a paragraph. Click (none) to remove special indentation formatting.


Enter the amount of indentation for a first-line or hanging indent. askSam clears this box if you click (none) in the Special list.


Sets the amount of space above each selected paragraph.


Sets the amount of space after each selected paragraph.


Sets the amount of vertical space between lines of text. If you click  Exactly, enter a value in the At box.


Enter the amount of vertical space you want between lines of text. This setting is effective only if you click Exactly in the Line spacing box.


Sets the position of selected paragraphs relative to the indents. To align text relative to the left and right margins, remove any indentation formatting.


Sets the position of selected paragraphs relative to the indents. To align text relative to eh left and right margins, remove any indentation formatting.


Shows how your document will look with the selected options.


Choose the Style you want to apply.


Choose from this list the styles to display in the Styles box.


Applies the selected style to your text.


Closes this dialog box without saving any changes.


Opens the "New Style" dialog box from where you can create a new style.


Opens the "Modify Style" dialog box from where you can make changes to the selected style.


Deletes the selected style.


Displays the name of the Style you are modifying


List the type of Style you are modifying.


Base the Style on the formatting used in another existing Style.


Sets the Style that will be used for the following paragraph.


Shows you a preview of the paragraph using the modified Style.


Description of the modified Style.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Sets font, font style, font size, and color for the Style.


Sets the alignment, indents, and spacing for the Style (only available for the Paragraph Style).


Sets the tab settings for the Style (only available for Paragraph Styles).


Enter a name for the bookmark or choose an existing bookmark from the list below.  Bookmark names can contain letters and numbers. A name may also consist of multiple words.


Adds a new bookmark with the name you entered under Bookmark Name.


Closes this dialog box and retains the changes you made.


Provides Help for this feature.


Deletes the Bookmark you selected.


Renames the Bookmark you selected


Takes you to the text containing the selected Bookmark.


Enter a new name for the Bookmark.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Displays the current bookmark name


Define what the selected text will link to.


Choose the Browse button if you want to set links to Bookmarks, Documents, Entry Forms, Searches, or Reports in another askSam file.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter the URL you want to link to.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter the path and name of the application you wish to start.


Brings up the "Open" dialog box from where you can select the application or file to enter in the Executable Field.


Enter a file name or other parameter to pass to the application when it is opened.


Brings up the "Open" dialog box from where you can select the application or file to enter in the "Parameters passed" dialog box.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Closes this dialog box and retains the changes you made.


Provides Help for this feature.


Enter a name for your document.


Applies and saves any changes you have made and then closes this dialog.


Provides Help for this feature.


Choose from the options below where you would like to go in the file.


Choose the location within the Document, Bookmark, or line.


Closes the dialog box and takes you to the place you selected.


Closes this dialog box and retains the changes you made.


Wraps the field contents when they reach the right margin of your report.


Wraps the field content in a column.


Truncates the field at the defined column.


Enter


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Closes this dialog box without saving any changes.


This meter bar displays the progress of the Pack.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter your supervisor password.  Remember passwords are case sensitive.


Enter the new password again exactly as you entered it under Password.   Remember to match the upper/lower case characters with what you typed under Password.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter the supervisor password.  Passwords in askSam are case sensitive.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter a name for your new Access Group


Enter the new password.  Remember passwords are case sensitive.


Enter the new password again exactly as you entered it under Password.   Remember to match the upper/lower case characters with what you typed under Password.


Remove check marks from any functions you wish to restrict for this access group.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Checking this box will remove all the functions that modify the file.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter a new word to add to the list of Noise Words and click on the Add button.


Noise Worlds are words that you do not want included in the index.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Adds any words you entered in the New Word  box to your list of Noise Words.


Deletes the word currently highlighted in the Noise Words Box.


When selected, leaves  blank line(s) between documents.  Enter a number for the quantity of blank lines to leave.


When selected, leaves a line of the character you enter in the box provided.


When selected, outputs a Page Break between documents.


When selected, there is no separator between documents.


Enter a number for the quantity of blank lines to leave.


Enter the type of character you want to use as a document separator.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Closes this dialog box without saving any changes.


The Meter Bar displays the progress of the indexing.


Closes this dialog box and retains the changes you made.


Enter a new name for the stored search.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Deletes the selected item from the list.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Choose Add and the Search Dialog will appear.


Choose Edit to edit the Search Dialog


Choose Remove to delete you last selection.


When checked, the field will not be totaled.


When checked, the field will be totaled.


The "Numeric Format" modifier affects the way the totals are formatted.


Decimal Place modifiers define how many decimal places will be output after a number. You can choose from 0 to 9.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


The Character Style modifier lets you select a character style for a total. When the Report is output, the total will be formatted using this style.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Click here to unlock your copy of askSam


Closes this dialog box without saving any changes.


Follow the instructions above then enter your serial number here


Try askSam for 30 days before buying it


Click here if you want to buy this copy of askSam


Closes this dialog box without saving any changes.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Choose a new View or select the View you want to modify.


Opens the Define Columns dialog where you select the items you want to have displayed in the Search Results Window from the Available Fields list,


Choose the Sort button if you want the items listed in the Search Results Window to display in sorted order.


Closes this dialog box and retains the changes you made.


Provides Help for this feature.


Create a new Search Results View.


Delete the selected Search Results View.


Rename the selected Search Results View.


Click on the field you want to display in the Search Results Window and then click the Add button.  Continue to do this until you have selected all the fields you'd like to see in the Search Results Window.


Adds the selected Field to the Search Results Window


Removes the selected field from the Search Results Window.


Enter a style for the column.


Enter a measurement for the width of the column.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


List of the selected files


Choose the Add Files button to select the files you wish to include in your search.


Removes the selected file from your search request.


Removes all the files in the Files to search box.


Brings up the Search dialog box.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Closes this dialog box without saving any changes.


Select a field or fields whose contents should not be duplicated.


Displays duplicate documents.


If this box is checked you can view the duplicates before deleting them.


Closes this dialog box without saving any changes.


Provides Help for this feature.


If this box is checked askSam will match the case on duplicate fields.


Select  the field that should not contain duplicate information and choose the Add or Remove button.


Adds the selected field to the list of Unique Fields.


Removes the selected field from the list of Unique Fields.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


The Field Setting at the top of the Edit Pick List dialog lets you define the Pick List as Global, or you can choose a field from the list of field names and define a specific Pick List for this field.


At times you may want a description displayed in the Pick List and an abbreviation inserted in your field.  In the Display text box enter the text you wish to display in your Pick List.  In the Text to insert box, enter the abbreviation that will be inserted in the field.


At times you may want a description displayed in the Pick List and an abbreviation inserted in your field.  In the Display text box enter the text you wish to display in your Pick List.  In the Text to insert box, enter the abbreviation that will be inserted in the field.


Moves entries in a Pick List up or down in the list (only available when a list is not sorted.)


When checked, the contents of the Pick List will be alphabetically sorted.


When checked, the Pick List will automatically appear when you enter a field.


Closes this dialog box and retains the changes you made.


Adds new entries to the Pick List


Deletes an existing entry. Select the entry you wish to delete and choose the Delete button.


Deletes an existing entry. Select the entry you wish to delete and choose the Delete button.


The Import button lets you import entries into your Pick List.  The texts you import must be formatted so that each entry in your Pick List appears in its own line.


Saves the entries from the Pick List you selected as a text file.  You can import these into another askSam database, or you can edit these and re-import them into the current database.


Provides Help for this feature.


Enter the word or phrase you wish to find. No Wildcards are allowed in FIND.


When checked, the Match Case option makes the FIND Case Sensitive.


When checked , the Find Whole Words Only option will only locate complete words.


Choose Find Next to continue your Search.


Closes this dialog box without saving any changes.


Converts the dates in the selected fields.


Closes this dialog box without saving any changes.


Provides Help for this feature.


List of open files.


askSam opens the file you chose and searches it for the selected text.  The Documents retrieved by the search will be listed in the Search Results Window.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Type a word or select a word from the list below.


List of all words present in the file.


Takes you to the selected word.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made to this dialog box and starts creating an Index for this file.


Deletes the Index for the file listed under File name:


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Removes the selected field from the List of numeric and date fields in the file.


Removes all fields from the List of numeric and date fields in the file.


Closes this dialog box without saving any changes.


If checked multiple users will have access to the file at one time.


If checked the file will be opened exclusively and other users will not be able to access the file while you are using it.


If checked the file will be opened as Read-Only.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


When checked, multiple users are permitted to access, edit, and search a file at the same time.


When checked, the file cannot be opened by other network users.


Create an empty database


Create a database based on either an existing template or a new template.


When checked, you can choose a file to open from the list of files below.


List of existing files to choose from.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


The new database is opened as Read-Only.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Lists all the askSam commands. Select the command for which you'd like to define a shortcut key.


Shows the current shortcut key assigned to this command (if any shortcut is available).


Closes this dialog box and retains the changes you made.


Displays a dialog that lets you define the shortcut key.


Removes an existing shortcut key from a command.


Resets all the shortcut keys to their original default values.


Provides Help for this feature


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Enter a name for the new dictionary.


Enter a name for the new dictionary.


Browse through a list of excising dictionary.


Select the language for this dictionary.


Select the language for this dictionary.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter your first and last name


Enter your e-mail address


Enter your job title


Enter your Company name.


Enter the first line of your mailing address


Enter the second line of your mailing address


Enter the City name for your mailing address


Enter the State


Enter your zip code


Enter the country name if other than the USA


Phone number


Enter the number of PCs in your home or business


Enter the store name or web site address where you purchased askSam.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Provides Help for this feature.


Provides Help for this feature.


Select the field that you wish to insert in your report.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter the password for this file.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Wraps the field contents when they reach the right margin of your report.


Wraps the field contents in a column.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter a measurement in inches.  This defines the position where the Tab will be set.


Left aligns the text on this tab.


Centers text on this tab.


Right aligns text on this tab.


Aligns text on the decimal character.


Inserts the bar character on the tab.


Right aligns fields in Entry Forms. This tab is only meant to be used for setting up fields in Entry Forms.


Leaves the space blank between the cursor position before you press the Tab key, and the position where the Tab is set.


Fills the space between the cursor position before you press the Tab key, and the position where the Tab is set with dots.


Fills the space between the cursor position before you press the Tab key, and the position where the Tab is set with hyphens.


Fills the space between the cursor position before you press the Tab key, and the position where the Tab is set with a line.


The tab is inserted in the list.


Removes the selected tab from the list.


Removes all tabs from the list.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


From the list below select the Entry Form you wish to insert.


Inserts the selected Entry Form at the bottom of the current document.


Inserts the selected Entry Form at the top of the current document.


Inserts the selected Entry Form at the cursor position in the current document.


Inserts the selected Entry Form at the Line number listed here.


Inserts the selected Entry Form before the word(s) or field listed here.


Inserts the selected Entry Form after the word(s) or field listed here.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter a new name for this search results view.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Displays the current search results view name.


List of deleted documents.


Undeletes the selected document.


Closes this dialog box and retains the changes you made.


Provides Help for this feature.


Enter the text you want to replace.


Enter the text you want inserted in your Document. No Wildcards are allowed in the Replace Command.


Select whether to use the Replace command in the current Document, in selected Documents, or in all Documents in a file.


When checked, the Match Case option makes REPLACE case Sensitive.


When checked, the Find Whole Words Only option will only replace complete words.


Finds the next occurrences of the tt you want to replace.


Closes this dialog box without saving any changes.


Replaces a single occurrence.


Replaces every occurrence in your Document.


Provides Help for this feature.


Closes this dialog box without saving any changes.


From this list select the report you wish to run.


Run the selected report.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Closes this dialog box without saving any changes.


Run the selected mail merge.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Closes this dialog box without saving any changes.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Enter the word or phrase you wish to locate and press ENTER (or choose ADD). The word or phrase will be added to the Search Term list, and you move to the next line of the Dialog Box.


Access the word list for this file.


Add parenthesis to group the request and set the proper priority.


When checked, the search will be case sensitive.


When checked, the search will use fuzzy logic.


Displays the number of hits for your request.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


Adds a word or phrase to the Search Term list.


Removes the selected line from the Search Term list.


Removes all entries from the Search Term list.


When checked, characters such as commas or tabs separate each field.


When checked, fields are aligned in columns with spaces between each field.


Sets the row number where you want to start importing data. This is useful if the first row or rows contain field names or other header information.


Enter the row number where you want to start importing data.


Use the up and down arrows to select a row number.


Shows a preview of the file being imported.


Specifies whether the data you are importing is "Delimited" or "Fixed Width". askSam will auto-detect the format, and default to the appropriate option.


If checked, the wizard will use the data in the first row as field names for the data.


Import the tables.


When checked, all of the tables listed above will be imported.


Closes this dialog box without saving any changes.


Cancel importing the current file.


Cancel importing all files.


Closes this dialog box without saving any changes.


When checked, Auto Field Recognition is activated.


When checked, Auto Field Recognition is not activated.


Import all selected files regardless of file date.


Select files to import based on the file date being "<, > or = " to the date you enter in the box provided.


Select a date operator from the drop down list "<, > or =".


Enter the file date.


The entire file you import is stored in askSam as a single Document. If you import multiple files, each of these is stored as a separate askSam Document in your database.


Each time askSam encounters a blank line, a new askSam Document is created for the next block of imported information .This option turns each paragraph of a file into a separate Document in your database (provided that each paragraph in the imported file is separated by a blank line).


Divides the file you import into askSam Documents wherever hard page breaks are encountered. Hard page breaks are page breaks set using a word processor page break command. In text files the ASCII 12 character is understood as a page break.


Lets you specify a number of lines as a delimiter. askSam creates a new Document each time the specified number of lines are imported.


The Document Delimiter determines how imported information will be divided into Documents.


Allows you to enter a string of characters which askSam will use to separate imported information into multiple Documents. Pressing ENTER inserters a CR/LF (carriage return / line feed).


The Remove Delimiter String option removes the Delimiter String from the imported information.


Allows you to enter a string of characters which askSam will use to separate imported information into multiple Documents. Pressing ENTER inserters a CR/LF (carriage return / line feed).


When checked, your information will be imported into an empty file.


When checked, your information will be imported into a specific (named) Entry Form.


Enter the location and name of the file(s) you want to import.


Browse through a list of available files.


Select the type of file you will import.  Use the down arrow to select from a list of possible file types.


Windows and DOS use different character sets for extended characters. When importing DOS texts into askSam, the "File Origin" option should be set to "DOS" (OEM)". When importing texts from another Windows application, the "File Origin" option should be set to "Windows (ANSI)".


When checked, documents are added to the End of the File.


When checked, documents are added to the beginning of the File.


When checked, documents are added after the Current Document.


When checked, documents are added after a specific (named) Document.


When checked, documents are added to the end of the Current Document.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


When checked, documents are added to the End of the File.


When checked, documents are added after the Current Document.


When checked, documents are added after a specific (named) Document.


When checked, documents are added to the end of the Current Document.


When checked, documents are added to the end of a specific (named) Document.


Specify the location where imported documents are added to your file.


Select a Directory from the list below.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


When checked, information will be imported into the Selected Entry Form.


When checked, information will be imported into an empty document.


Select an Entry Form from the list below.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Closes this dialog box without saving any changes.


Create a new template.


The entire file you import is stored in askSam as a single Document.


Each time askSam encounters a blank line, a new askSam Document is created for the next block of imported information. This option turns each paragraph of a file into a separate Document in your database (provided that each paragraph in the imported file is separated by a blank line).


Divides the file you import into askSam Documents wherever hard page breaks are encountered. Hard page breaks are page breaks set using a word processors page break command. In text files and ASCII 12 character is understood as a page break.


Lets you specify a number of lines as a delimiter. askSam creates a new Document each time the specified number of lines are imported.


Allows you to enter a string of characters which askSam will use to separate imported information into multiple Documents. Pressing ENTER inserts a CR/LF (carriage return / line feed).


The Remove Delimiter String option removes the Delimiter String from the imported information.


Lets you specify a number of lines as a delimiter. askSam creates a new Document each time the specified number of lines are imported.


Allows you to enter a string of characters which askSam will use to separate imported information into multiple Documents. Pressing ENTER inserts a CR/LF (carriage return / line feed).


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Closes this dialog box without saving any changes.


Import the files regardless of the file date.


Select files to import based on the file date "<, > or = " to the date you enter in the box provided.


Select a date operator from the drop down list "<, > or =".


Enter the file date.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Import options


Select alls the files currently displayed in the Import Dialog. This is useful when you wish to import an entire directory of files.


Sets a "Comma" as the delimiter between your data.


Sets a "Space" as the delimiter between your data.


Sets a "Semicolon" as the delimiter between your data.


Lets you select another character to enter as the delimiter between your data.  Enter the character in the box beside this option.


Sets a "Tan" as the delimiter between your data.


Enter the character you want to be the delimiter between your data.


When checked, consecutive delimiters that appear together are interpreted as a single delimiter.


Sets the character that surrounds text fields in your data. When many programs, output delimited data, they surround text fields with quotes.


Sets the character that surrounds text fields in your data. When many programs, output delimited data, they surround text fields with quotes. Use the down arrow to select from a list of available options.


Lets you select an askSam Entry Form and imports your data into fields in the Entry Form. If you do not select an Entry Form, you simply enter field names for the data at the top of each column.


Lets you select an askSam Entry Form and imports your data into fields in the Entry Form. If you do not select an Entry Form, you simply enter field names for the data at the top of each column.  Use the down arrow to select from a list of available Entry Forms.


Click to set the field width for each of the fields and choose NEXT.


When checked, the first row will be used as field names.


This option allows you to save your import settings.  You can reuse the settings the next time you import a Text Delimited file with the same structure.


When checked, the import settings are saved.


When checked, the import settings are not saved.


This fie requires a Password.  Type the Password in the box provided. In askSam passwords are case sensitive.


Select an Access group from the list provided.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Shows the status of the file being imported and the number of Documents being added.


This bar shows the status of the import.


Saves your changes and continues with the import.


Closes this dialog box without saving any changes.


Select another file type from this drop down list.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


If you choose to import into an askSam Entry Form, you are able to select which fields in the data file correspond to the fields in the askSam database.


When checked, the first row will be used as column names


Name of the table being imported


Lets you select an askSam Entry Form and imports your data into fields in the Entry Form. If you do not select an Entry Form, you simply enter field names for the data at the top of each column.


Lists the Outlook folders.


Outlook import options.


Imports the contents of the selected folder(s).


Closes the dialog without saving any changes you have made.


Select alls the folders.


Provides Help for this feature.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Checking the Append Box allows you to append the exported information onto the end of an existing file. The Append option is only available for certain export types.


If you are exporting information to another Windows application, make sure that the "OEM format" check box is not selected. If you are exporting text to a DOS application, the "OEM format" option should be checked. This option is not available for all File Types.


The Delimiters button allows you to define a delimiter that is output between Documents when more than one Document is exported.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Contains a list of all fields in your file (this list comes from the fields listed in your Entry Forms). Select the fields you want to export and choose ADD.


Adds the selected field in the "Field List" to the "Export Fields List".


Adds every field in the "Field List" to the "Export Fields List".


Removes the selected field from the "Field List".


Removes all fields listed under the "Export Fields List".


Contains a list of fields that you have selected to export.


This option lets you set  the fields you are exporting as single line.


This option lets you set the fields you are exporting as multiple line.


Sets the delimiter that will output between the fields. You can choose "Comma", "Semicolon", "Space", or "Tab".


Sets a character that will surround the fields you output. You can set this to a single quote or double quote.


Applies and saves any changes you have made and then closes this dialog.


Closes this dialog box without saving any changes.


Provides Help for this feature.


The askSam Screen

The basic elements of the askSam screen are shown below:

NOTE: When you place the cursor on a Button in the Toolbar or Format Bar a “Tool Tip” text will appear giving a short description of the Button.

•	The first line on your screen is the TITLE BAR. It contains the name of the active application (in this case askSam) and also contains the name of the active file (when a file is opened).

•	The second line on your screen is the MENU BAR.  From here you can access askSam's Pull-Down menus.

•	The third line is the TOOLBAR. It contains Buttons (the little pictures sometimes called Icons). These Buttons give you quick access to askSam's functions.

•	The fourth line is the FORMAT BAR.  It contains Buttons and Pull-Down Menus that give you quick access to askSam's text formatting commands.

•	The line beginning with the Search button is the Search Line. Here you can directly type requests for an askSam search. You move to the Search Line by pressing the ESC key (or CTRL+Q), or CLICKING on the Search Line. After you enter a search, press ENTER or CLICK on the Search Button. askSam will search for your request. The Search Line also contains two buttons that affect searches. The Case Sensitive button toggles the Search from Case Sensitive to Non-Case Sensitive. The Fuzzy Search button turns on and off askSam's Fuzzy Search feature. The third button in the Search Line displays the Search Dialog. From this dialog you can access askSam’s advanced search features.

•	The sixth line on your screen is the RULER. It displays (and allows you to modify) Indent and Tab settings for your Documents.

•	Underneath the Ruler is your Work Space. This is where you enter information.

•	The Horizontal Scroll Bar is located at the bottom of your screen. The Vertical Scroll Bar is located on the right hand side of your screen. With these bars you can scroll through your Document using a mouse. The Horizontal Scroll Bar also contains buttons that let you move to the First, Previous, Next, or Last Document in the active askSam file. The Document Type Pull-Down Menu in the Scroll Bar lets you switch between Data Documents, Entry Forms, Reports, Mail Merge, and Remembered Documents.

•	The SEARCH RESULTS Window appears underneath the Work Space – but only after you’ve entered a search. The Search Results Window displays a list of the Documents found by a search. Click on any item in the Search Results Window to display it in the Work Space.

•	The bottom line on the screen is the STATUS BAR. Here askSam provides you with messages and information about your location on screen, as well as, a Document Counter and the status of Insert/Overwrite mode and Data Entry mode.

NOTES:

1.	The VIEW · DISPLAY command lets you remove the Toolbar, Format Bar, and Search Line from your screen. See Changing the askSam Screen in the Customization, Options, and Tools Chapter for details.


Moving through a Database

You can move through a file Document-by-Document, or you can move directly to a specific Document.

With Menu Commands:

•	VIEW → NEXT – moves to the next Document in the file.

•	VIEW → PREVIOUS – moves to the previous Document in the file.

•	VIEW → FIRST – moves to the first Document in the file.

•	VIEW → LAST – moves to the last Document in the file.

With the Keyboard:

•	ALT+PgDn views the NEXT Document.

•	ALT+PgUp views the PREVIOUS Document.

•	ALT+Home views the FIRST Document.

•	ALT+End views the LAST Document.

With the Horizontal Scroll Bar:

	Moves to the FIRST Document.
	Moves to the PREVIOUS Document.
	Moves to the NEXT Document.
	Moves to the LAST Document.

NOTE:
If you prefer, you can add these buttons to the Toolbar. See the chapter on Customization, Options, and Tools for details.