"FILEMANAGER 800"
by Tony Messina
820 Coventry Road
Kensington, CA 94707
Application: Data Base Management
System Requirements: ATARI 400/800 40K with Disk Drive and Printer
1) LOAD FILE
2) REVIEW FORM
3) CREATE FORM
4) RE-INDEX
5) FORMAT DISK
6) FILEMAINT
7) SAVE/END
LOAD FILE loads a previously created file (pretty clever, huh?). REVIEW FORM allows you to examine the field names, character lengths of each field., current number of records in the file, maximum records allowed, current INDEX and the maximum file restriction. Restrictions on the number of records allowed in a particular file are based on two factors, amount of memory available or disk space available. An average of 600 records can be held in memory with a 48K system. CREATE FORM allows you to create the data fields that each record will have. A maximum of 20 fields are allowed and each field can have up to 100 characters. This is possible by allowing multiple-page records, where a page consists of 255 characters. Up to 9 pages are possible for each record. The software will do the paging automatically. Creating the form is as simple as designating a field name and entering the character length allowed for that field. After specifying your fields and lengths, hit START. You will be asked for the INDEX. You can select any field to be the INDEX as long as it is on the first page of your record. The INDEX field indicates which field your data will be sorted on. Sorting is automatic. If you choose last name, for example, all records will be sorted on that field. Each time you enter a new record, it will placed in the proper order automatically. Usually the first 5 characters of a field are sufficient for sorting purposes. You may, however, specify the number of significant characters for sorting purposes. Any number from 1 to 24 may be selected. The more characters you select, the fewer records allowed in memory. Hitting START again will return you to the MAIN menu. The RE-INDEX option lets you re-specify your INDEX. Again, you may only specify an INDEX which resides on the first page of your record. The FORMAT DISK option is self-explanatory. FILEMAINT will be discussed a bit later. SAVE/END should be selected when you are finished using FILEMANAGER 800. It saves your form and INDEX to the disk. If you fail to select this option when finished, there is no problem. Upon subsequent use of the program you will be prompted to specify the INDEX. NO DATA WILL BE LOST!! You should end all sessions with this option.
Once a form is created you will want to enter data. Depression of the SELECT key will call up the RECORD menu. Options available here are:
1) ENTER
RECORD
2) SEARCH
3) LIST -
4) LABELS
5) REVIEW INDEX
Selecting ENTER RECORD will call up your form on the screen. Entering data is as simple as filling in the blanks. Hitting START will save that record to the disk and clear the form for the next entry. Hitting SELECT will take you back to the RECORD menu.
The SEARCH functions has many options. Searching on the INDEX field is the fastest (Boy is it FAST!!). If the INDEX was LAST NAME and I wanted JONES, I would enter JONES in the last name field and all JONES would appear one record at a time on the screen. The cursor always positions itself on the INDEX field when entering the search function. Delimiters are also available. You can search for all JONES, all except JONES, all after JONES or all up to JONES. In addition, up to four sub-field searches can be made providing maximum flexibility on manipulating and displaying files. A character scan feature allows you to scan for specific characters within any field. I maintain a roster of musicians for our local union. Many members play multiple instruments. I have a field called instruments which contains all instruments which an individual plays. The character scan feature saved the day for me. The President of our local called me up one day and said "I need a list of all Drummers in the Local right away!!". Using the character scan for "DRUMS" I had the list within minutes. I cannot say how much time and trouble this feature alone has saved. Delimiters are also available on the character scan again providing maximum flexibility. Output can be directed to a printer or to the screen. Another option allows you to view data on the screen and the print it if desired. Deletion and updating of files is also done by the SEARCH function. Everything is incredibly simple and quick.
The LIST function allows the creation of lists according to your specifications. It allows title headers and provides automatic field headings. Up to 132 columns may be output to the printer along with printer control codes. Lists can be created in any format you specify and are simple to manipulate. The output produced is very professional. This area of the program could use some improvement (see DRAWBACKS) but is more than adequate for most applications.
The LABELS option allows you to create mailing labels for output to the screen or printer. Screen output is used to check your format prior to actual output to the printer. I've saved many labels with this feature. All the options allowed in the SEARCH function are applicable for the LABEL function. Another option allowed is the insertion of commas between fields when the labels are output.
The REVIEW INDEX option prints a brief listing of all records in memory based on the INDEX field. This allows a quick-scan capability of your INDEX field and is helpful in verifying which records are in memory.
FILE MAINTENANCE
The program as it stands is excellent. The FILE MAINTENANCE program just adds icing to the cake. If you've ever gone through the experience of creating a custom data-base for someone, entering 600 records and giving the output to your client only to have him say "Gee this is fantastic!! ... OH... I forgot. . . we need the social security numbers listed also", you know the frustration other file systems present. After strangling your client you would proceed to re-create the data-base and include the SCAN field all the time praying your client didn't forget something else. Then you would re-key all 600 records. ARRRRGGG!!! If you had FILEMANAGER 800 you would call up FILEMAINT, add a new SSAN field and have the utility create a new data-base from the old one. It's magic!! It's fantastic!! THANK YOU. THANK YOU, SYNAPSE!! The utility allows you to create new fields, lengthen, shorten or delete old fields. It then takes your old data-base and updates it with your new masterpiece. Of course you still have to enter any new data, but it's much better than starting from scratch. This utility is a life saver - - BELIEVE ME!! You can also combine small files into larger ones. The menu which appears allows the options of copying a file, ,deleting a file, renaming a file, reading the current disk Directory, formatting disks or going back to the FILEMANAGER program. Once again, everything is clear, easy to understand and simple to use.
SOME DRAWBACKS
All programs are not perfect. FILEMANAGER 800 is no exception. Although I feel it is better than any system yet created for the ATARI, it still could use some additional "nice things". There are currently no provisions for computed fields, page totals or column totals. A data base program should have these. FILEMANAGER 800 does not. Mass Updates and Deletion of Records is another feature which FILEMANAGER 800 needs. Creation of subfiles is an important function which needs to be added. This would allow you to search a main file for certain records and save all of these in another file. The LIST and LABEL features, although adequate, could use several refinements. User specifiable blanks preceeding the data output would be nice. This would move the data in from the left edge of the page and allow the output to be placed in a three ring notebook. Currently, a three-hole punch takes out some data. You can bypass this by specifying a dummy field containing 15-20 blanks and preceeding your output with the dummy field. It is a bit messy and a pain to use as each record must have the dummy field. Another nice feature would be page breaks. During the output of long lists, data sometimes gets printed on the tear line. This presents a problem when copying the list on a XEROX. The top and bottom data is sometimes chopped off!!! The present alternative to page breaks is watching the output, pausing the program when the tear line approaches, and manually advancing the paper.
CONCLUSIONS
Although I have a long list of things I feel the program should have, I must state the FILEMANAGER 800 is the most flexible and powerful file management system I have seen for the ATARI. A unique feature is the DATA-LOCK key packed with every program. It plugs into joystick port #1 and prevents all the nosey folks from accessing your program and data files. The program is designed with the user in mind. Error messages and prompts are extensive thus preventing that dreaded worry of wiping out your disk full of data. There is no way you can destroy data files unless it is intentional.
HOT FLASH!!!
A call to SYNAPSE prior to publishing this article has revealed new developments. Having spoken with the program authors (Ken Grant and Ihor Wolosenko) I've found that a new version of FILEMANAGER 800 is in the works. ALL of the drawbacks mentioned earlier are being incorporated. Computed fields, page and column totals, mass updates and deletions of records, creation of subfiles, right hand justification, user defined blanks preceeding data fields and a possible page break feature!!! Whew... These additions will certainly put FILEMANAGER 800 FAR ahead of all other data-base systems. In addition, Ihor told me of a new sister program for FILEMANAGER 800 to be titled REPORT MANAGER 800. It will include complete 80 column format control in the generation of any reports utilizing data-bases created with FILEMANAGER 800. Other features will include saving of report formats for later use and subsorts of report data. Release of both the FILEMANAGER 800 updated version and REPORT MANAGER 800 are scheduled for the Spring of 1982 (or sooner if Ihor and Ken can crank it out). All I can say is DON'T WAIT!! FILEMANAGER 800 is available NOW!! Registered owners will receive updates for a mere 20% of the new version cost. The folks at SYNAPSE are a dedicated and professional group who stand behind their product 1000%. After a month of use and 20 data-bases later I am overjoyed with FILEMANAGER 800. I'm confident you will be also. It has saved me more in time and trouble than I paid.