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1 Xtnd User Manual

2 COPYRIGHT Licensed Materials - Property of Systemware, Inc. Copyright Systemware, Inc., All rights reserved. Use, duplication, or disclosure restricted by contract with Systemware, Inc. DISCLAIMER Systemware, Inc. reserves the right to revise this publication and to make changes from time to time in the content hereof without the obligation of Systemware, Inc. to notify any person of such revision or changes. TRADEMARKS Systemware, the Systemware logo, and all Systemware product components and logos are either registered trademarks or trademarks of Systemware, Inc. All other trademarks are the properties of their individual owners. DOCUMENTATION AND TECHNICAL SUPPORT The following documentation comprises the Systemware package for Xtnd:. Xtnd User Manual SD Xtnd Setup Guide SD Xtnd Quick Reference SD For information regarding this documentation or to inquire about receiving additional documentation, contact: documentation@systemware.com Systemware, Inc., Dallas Parkway, Suite 1000, Addison, Texas For product or technical support and other information, contact Systemware: Phone (972) Customer Support hotline phone (972) ; fax (972) techsupport@systemware.com Web site customer information portal (includes support FAQ and problem reporting procedures) AUDIENCE This manual is intended for persons requiring knowledge of how to use Xtnd to access and work with content server (Xptr and Xptr DS) documents. SD (July 2006)

3 Preface Systemware s Centraspect suite provides a common platform for the integration and management of enterprise content (reports, documents, graphics, film clips, presentations, other information in digital form). Centraspect provides a metadata relationship to associate information from a variety of disparate systems such as enterprise applications, relational databases, and third-party repositories. Systemware content servers provide repositories for enterprise content integration and management. Existing Xptr and Xptr DS document management systems are content servers that coexist with Centraspect content servers to allow a smooth transition to Centraspect features and enhancements best suited to your environment. These content server offerings include: Content Server for Windows and Unix Content Server for z/os (planned availability in 2006) Xptr DS (1.3 and earlier) Xptr (Xptr 4.2 and earlier, with Xptr 4.2 providing support for advanced Centraspect features) In this manual, content server refers to any of these offerings; when a function applies to a specific platform or version, it will be noted. Supported environments for Systemware offerings are: Centraspect content servers - z/os, AIX, Solaris, Linux on Intel systems, Windows Remote Services - AIX, Solaris, Linux on Intel systems, Windows Database for Metadex and applications - DB2, Microsoft SQL Server, Oracle TCP/IP support is IBM only 3

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5 Contents Chapter 1 Introducing Xtnd 11 Xtnd features 12 Xtnd interface 13 How to use this manual 20 Chapter 2 Setting Xtnd general options 23 Chapter 3 Creating connection profiles 31 Setting up your first connection profile 31 Creating and using connection profiles 31 Security and administration 32 Adding a connection profile 33 Modifying and deleting connection profiles 41 Modify a connection profile 42 Delete a connection profile 43 Chapter 4 Managing Xtnd file cabinets 45 Adding and deleting file cabinets 46 Add a file cabinet 48 Remove a file cabinet 51 Managing document lists in your file cabinet 53 Add a folder to a file cabinet 58 Add an external document to a file cabinet 59 Add a server document name using the New dialog 61 Delete a document name from a file cabinet 64 View document properties for an item in a file cabinet 65 Chapter 5 Listing folders, defined documents 67 Chapter 6 Working with your favorites list 71 Managing favorite folders and documents 71 Add a document or folder to content-server favorites list 72 Remove a document or folder from content-server favorites list 74 Add a subfolder of a favorite folder to your favorites list 76 Add document or folder to a file cabinet from your favorites list 77 Chapter 7 Managing and browsing documents 79 Using document properties and setting view mode 83 Xtnd User Manual (July 2006) 5

6 Review document properties or change a title from Open dialog 87 Review document properties or change name for a displayed document 89 Select view mode for a graphics document 91 Opening a server-based document 92 Open a content-server text document 93 Open a content-server graphics document 96 Downloading a server document 98 Using Find commands 100 Use Find, Find Next, and Find Previous commands for text documents 102 Use Find and Find Next commands for IBM AFP documents 104 Using Copy commands 105 Using page navigation commands 108 Use the Go To Page command 110 Use index variable values to navigate to a document page 111 Opening an external document 113 Chapter 8 Applying indexes to documents 117 Applying indexes to a text document 118 Apply indexes to a text document 119 Remove indexes from a text document 123 Applying indexes to a graphics document 125 Apply indexes to a graphics document 126 Clear indexes from a graphics document 129 Chapter 9 Using global indexing 131 Chapter 10 Setting print options, printing documents 135 Setting print font and scaling options 137 Setting printer options 140 Printing a document or sending with message 143 Print a document to a local or network printer 144 Print a document to a server printer 146 Send a server-based document with message 149 Chapter 11 Formatting text documents, creating views 151 Formatting text documents 152 Select text for a view operation 164 Move columns with the mouse 166 Creating and saving a text document view 168 Create and save a text document view 170 Define (freeze) column headers 174 Define (freeze) column footers 175 Define columns or fields 176 Freeze lines or columns 178 Highlight lines, columns, or values 180 Move lines or columns 183 Suppress lines or columns 185 Insert a title line 189 Total numeric columns Systemware, Inc.

7 Contents Opening and modifying an existing view 192 Using other text formatting commands 196 Use the AutoFormat command 197 Set a default view 198 Clear a view operation from a text document 199 Clear all formatting from a displayed text document 200 Use the Whole Width command 202 Use the Font command for an individual text document 205 Use the Color command for an individual text document 207 Charting text document data 209 Build a chart from selected data 210 Build a chart to save as a template for a text document view 216 Create a view operation to open a view in chart form 223 Using the Compute menu with text documents 226 Chapter 12 Formatting graphics documents 235 Reference: formatting commands 236 Using graphics document formatting features 238 Save and reset formatting for an IBM AFP document 239 Rotate an IBM AFP document 241 Change the zoom factor for an IBM AFP document 242 Scale an IBM AFP document area to fit the Xtnd window 243 Set appearance of images in an IBM AFP document 245 Set paper size you want a displayed IBM AFP document to simulate 246 Use Edit Font command to change fonts in displayed AFP documents 247 Rotate a Xerox DJDE/metacode document 249 Change the zoom factor for a Xerox DJDE/metacode document 250 Highlight or shade areas of a Xerox DJDE/metacode document 251 Chapter 13 Creating document notes 253 Working with document notes 256 Add a note to a document 258 View or modify a document note 261 Delete a document note 263 Generate a report of note details 264 Export a report of notes details 265 Use the Report Notes Format Editor to define note formats 267 Create a database for shared notes 270 Find and delete orphaned note files 271 Chapter 14 Using work queues 273 Chapter 15 Running queries 279 Creating and running a structured text query 283 Opening, running, and modifying queries 299 Open, run, and close an existing query 300 Save a query under a different name 303 Modify a query through query properties 305 Creating and running a batch query 310 Xtnd User Manual (July 2006) 7

8 Chapter 16 Exporting Xtnd documents 315 Exporting a text document 318 Exporting an IBM AFP graphics document 331 Appendix A Xtnd logon scripts 335 Appendix B Xtnd file types 343 Appendix C Xtnd configuration parameters 347 Customizing Xtnd configuration or AFP definitions 348 Customize Xtnd configuration parameters 349 Set character set and code page definitions for IBM AFP documents 351 Editing preferences in the XTND32.INI file 354 Editing connection profile to prompt for account ID 356 Appendix D Text Query Language 357 Appendix E Xtnd advanced scripting 361 Creating the script 362 Running the script 365 Appendix F Xtnd messages 371 Xtnd version Xtnd version 2.8 and later 381 Appendix G Xtnd troubleshooting guide 391 Setting Xtnd general options 391 Creating connection profiles 392 Managing Xtnd file cabinets 394 Listing content-server (Xptr or Xptr DS) folders and defined documents 396 Working with your favorites list 396 Managing and browsing documents 397 Applying indexes to documents 400 Using global indexing 400 Setting print options, printing documents 401 Formatting text documents, creating views 403 Formatting graphics documents 406 Creating document notes 407 Using work queues 408 Running queries 409 Exporting Xtnd documents 411 Xtnd configuration parameters Systemware, Inc.

9 Contents Appendix H First connection profile 413 Index 417 Xtnd User Manual (July 2006) 9

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11 1 Introducing Xtnd Xtnd (pronounced extend ) is the client graphical user interface (GUI) to Systemware content-server databases (Xptr and Xptr DS). Xtnd and content-server applications in the Systemware product suite provide enterprise content integration. Used together, these applications enable you to view and work with server-based documents on a local Windows system. Xtnd offers local-system features, such as access to multiple document repositories (file cabinets), multiple document types, click-and-drag reformatting options, and text queries using the Systemware Text Query Language (TQL). Xtnd is a single-user application on your Microsoft Windows system that enables you to view, index, reformat, and download documents from the server computer system, as well as documents created and maintained in other Windows applications. Documents can be stored on your PC or on a network server. Because Xtnd resides on the PC and operates under Windows 2000 or XP, you can view, reformat, and print documents easily. Document management features help you set up and maintain lists of document titles for quick access. With Xtnd version 2.8 and later, you can run multiple instances of the Xtnd application. With Administration Client for content servers, you can launch Xtnd 2.8 and later from within the Administration Client application. Xtnd enables you to view documents stored in local and network file cabinets through a variety of functions: Xtnd can log on to any Systemware content server and display selected documents. Xtnd s query and format features enable you to transform masses of data into compact sections of information. You can associate text files with Xtnd and use Xtnd to read them. You can view virtually any document created in a Windows application with Xtnd s document management features. Xtnd handles server-based text and graphics (IBM AFP and Xerox DJDE/metacode) documents through the content server. As you work in Xtnd, you develop document lists containing names of content-server and external documents. Xtnd treats external text-based files like content-server (Xptr or Xptr DS) text files. If you select an external document based on another application, Xtnd launches the application for you. This capability enables you to view and revise a document as needed without leaving or closing Xtnd. Xtnd User Manual (July 2006) 11

12 Xtnd features Xtnd features Xtnd features include various tools and methods for retrieving, viewing, and formatting documents. Document viewing and management Xtnd s viewing features help you work with documents in a content-server database or independent of the server. You can work faster and more efficiently with these features: View documents through an interactive content-server session. Manage your content-server favorites list of documents and folders Download documents and partial documents to a local or network database or file cabinet. Create multiple file cabinets for downloading and managing documents. Create catalogs of documents available on the PC, network server, and host computer server. View several documents at one time. View and print IBM AFP and Xerox DJDE/metacode graphics documents. (Note: Depending on the type of content-server connection you use, Xtnd supports Xerox DJDE/metacode graphics documents differently. If you use a direct or native TCP/IP connection, DJDE metacode documents are displayed in PDF format in your default PDF viewing application. If you use a Telnet TN3270 (TCP/IP) connection in Xtnd 2.6, DJDE metacode documents are displayed within the Xtnd interface.) View large IBM AFP and Xerox DJDE/metacode documents using saved resources that Xtnd has in the Xtnd resource folder that was created at Xtnd installation time. (This resource folder can be centrally located on an intranet or LAN for shared use.) Xtnd keeps a catalog in this folder containing resources information about each document version that you open in Xtnd. In this way, Xtnd can open a graphics document without having to download the resources each time. (Resource files for Xerox DJDE/metacode documents are applicable to Xtnd version 2.6 with Telnet connections only; Xerox DJDE/metacode documents are displayed as PDF documents with native TCP/IP connections.) Index variable and value selection With Xtnd, you can readily work with available index variables that have been defined in the content-server database. Xtnd offers these timesaving features for indexed documents: Use a global indexing capability to locate and display a list of all documents that contain search criteria that can include variables and values marked within a content-server (Xptr or Xptr DS) database for global indexing. Select variables from a drop-down list. Select values from a drop-down list. Apply index variables and values before or after opening a document. Advanced search and query methods Find and select character strings with flexible options for fast searches. 12 Systemware, Inc.

13 1 Introducing Xtnd Use text and batch queries to extract and display lines or pages matching userspecified criteria. Options for reformatting Reformat documents and save the reformatting instructions as uniquely-named views capable of reuse. Use drag-and-drop mouse controls to select and move columns. Set column headers, column footers. Use document values to add line, bar, and pie charts to a document s view. Advanced printing options Print documents and partial documents, in original or reformatted layout, on a local printer or server printer. Select printers and print options using your standard selections. Select and modify drivers for server printing. Scale fonts automatically to accommodate page size, line limits, and column limits. Easy-to-use Windows interface Use pull-down menus and point-and-click techniques to perform system tasks. Move, resize, minimize, restore, and close document windows with mouse selections, arrow key selections, or hot keys. Use the context pop-up menu and mouse pointer to select and suppress, move, or freeze lines and columns. Copy text and numbers to the Windows Clipboard without losing numerical values in translation. Change fonts and colors with your standard selections. Navigate through document pages using Windows tools, such as buttons and scroll bars, as well as page navigation commands. Xtnd interface The Xtnd interface is like most Microsoft Windows application interfaces. Xtnd runs in a window that can be resized and minimized. Each document you display appears in its own window. When you work with Xtnd, you select from a variety of options for cataloging, downloading, and viewing documents. Xtnd organizes these options in a series of dialogs. The Xtnd window The Xtnd window, like windows in other applications, contains: Title bar containing the title of the application and the current document if a document is open. Menu bar (main menu), which offers access to drop-down menus of Xtnd commands. Toolbar, which provides shortcut access to commonly used dialogs. Work area, which is a blank area in the Xtnd window where document windows and document icons appear. Xtnd User Manual (July 2006) 13

14 Xtnd interface Context or pop-up menu, which can be activated with the right mouse button in the Open dialog or in a document display window. Use the context menu in the Open dialog to open or delete a document or to display document versions or properties. Use the context menu in a document display window to work with document formatting, views, properties, and notes. When you select an area of a document, the context menu provides additional formatting and computing capabilities. Document display window, which is a separate window containing an online view of a document. Status bar, which shows the status of the current command, document page number, and document line number. Scroll bar and window buttons, which enable you to resize or minimize a window or scroll through document pages. MENU BAR TITLE BAR TOOLBAR WORK AREA DOCUMENT DISPLAY WINDOW STATUS BAR SCROLL BARS AND WINDOWS BUTTONS Figure 1: Xtnd window 14 Systemware, Inc.

15 1 Introducing Xtnd Menus, fields, buttons, and boxes Xtnd s interface provides several ways to manipulate windows and their contents. Menus provide commands that open dialogs. Dialog boxes contain fields and buttons for executing these commands. The following sections describe these features in detail. Xtnd menus The first Xtnd screen you see is a full-screen window that displays several menu choices in the menu bar. Each choice on the menu opens a pull-down menu with commands. Figure 2: Xtnd window, main menu, and File menu You can activate a context menu by clicking the right mouse button in the Open dialog or in a document display window. A context menu provides shortcuts and additional functions. Menu options vary depending on your use of other features. Figure 3: Xtnd context menu for the Open dialog Xtnd User Manual (July 2006) 15

16 Xtnd interface Xtnd dialogs and message boxes Xtnd functions and data appear in two kinds of windows: dialogs and document display windows. Dialogs generally contain textual, keyboard, and graphical interface options for executing commands. Document windows contain data only. Each window s title bar displays the name of the dialog or document. Each dialog has buttons that initiate a process, cancel a process, or give you more choices. The following sections describe features available in windows and dialogs. Dialogs Dialogs are usually windows with data entry fields and buttons that enable you to manipulate documents and text. Dialogs are so-called because they communicate the system s available choices and let you indicate your preferences to the system. In so doing, you carry on a dialog with the system by selecting defined items or entering data to be processed in the fields furnished through the dialog. Choices that are not available for a specific circumstance are disabled. Xtnd main menu commands display dialogs that help you complete such tasks as: Opening documents, Reformatting documents, Printing documents Saving documents as different file types for import to other applications. This figure illustrates the Open dialog, which enables you to catalog and view documents: Figure 4: Open dialog Tab dialogs A tab dialog is a dialog with multiple views called tab pages. The box itself represents a stack of file folders with labeled tabs at the top of the box. Clicking a tab displays a tab page. Each tab page contains an array of features that correspond to the label. For example, the Options dialog provides access to five sets of features: General, Print, Connections, File Cabinets, and Register. These features are available through labeled tab pages. 16 Systemware, Inc.

17 1 Introducing Xtnd Figure 5: Tab dialog Message boxes In addition to dialogs, Xtnd displays options and information in message boxes. Each message box contains a piece of information about processing or about an error that may have occurred. Xtnd requires you to respond to the message, often by clicking a Yes button or No button, to remove the message box and return to normal processing. Figure 6: Message box Fields Some dialogs contain data entry fields in which you type text, such as a file name. Xtnd provides several ways to select a field so that you can enter text. To select a field, move the mouse cursor to the field and click the left mouse button. The cursor then appears in the field you selected. You can move from field to field by selecting fields with the cursor or by pressing the Tab key. Buttons Buttons have a variety of forms and execute a variety of commands and choices. Radio button: A set of radio buttons is a list of two or more items, each of which is preceded by a small circle. You can select only one of the items contained in a list with radio buttons. A selected item features a filled circle; unselected item circles are empty. To select an item in a radio button list, point the mouse cursor either at the choice or at the button that corresponds to your choices and click the left mouse button. Xtnd User Manual (July 2006) 17

18 Xtnd interface Push button: A push button appears as a word inside a small shaded box in the dialog. Pressing a button executes the action that the word represents. For example, if you highlight an item in a list and click a button that says Remove, Xtnd deletes the highlighted item from the list. After making a selection or entering data, you can use the mouse cursor to activate a push button command. Many dialogs have default buttons that are always selected the first time you display the window. If you select a different button, but decide to press the default button instead, you can press a default button by pressing Ctrl+Enter. Arrows Arrows in a window appear sometimes singly and other times in a pair, one of which points to the top of the screen, and the other to the bottom of the screen. Arrows generally indicate a mouse tool for increasing or decreasing a number in a field, moving to the next or previous page in a document display, or displaying various items in a list. Boxes Like buttons, boxes appear in a variety of forms and provide a number of choices. Check box A check box is a small square that either contains a mark to show you have selected the item, or remains empty to leave the corresponding item unselected. You can select none, one, or more of the items included in a list with check boxes. To check or remove the mark from a check box, move the mouse cursor to the box, or to the item beside the box, and click the left mouse button. You can also move the selection cursor to the check box item and press the space bar to mark the box or remove the mark if it is already marked. List box A list box contains a number of options to choose. If the box contains more items than it can display, the system displays a scroll bar and arrows you can use to move additional items into view. To select an item in a list box, highlight the item and click the left mouse button twice or press the OK button. You can also move the selection cursor to an item and press Enter. Drop-down list box A drop-down list box, like a list box, contains a number of options to choose. To see the list of items, click the down arrow that appears on the right side of the box. The system then displays available options in a list box. To choose an item, select it and click the left mouse button. Combo box A combination (combo) box is a text box with an attached drop-down list box. Generally, you can either select from the drop-down list or type in the text area above the list. Spin box A spin box is a field with arrows pointing up and down beside it. Spin boxes enable you to select from a list of values or override the listed values by typing in a new value. To select the next or previous value in the list, point the mouse cursor to the up or down arrow, and click the left mouse button. The next choice moves into view within the field. 18 Systemware, Inc.

19 1 Introducing Xtnd Mouse actions Xtnd is configured to operate with a two-button mouse. Mouse-based operations are herein described as follows: Mouse operation Click the left mouse button on a drop-down menu (e.g. File), then click the left mouse button on an item in the drop-down menu (for example, Print). Click the left mouse button on an object Click the right mouse button on an object Notation in this manual Select File>Print Select... or Click... Right-click... Keyboard shortcuts Ordinarily, you use a mouse to make selections and execute commands in Xtnd. You can, however, use combinations of keystrokes to select items and activate options. Some keyboard shortcuts are listed in the pull-down menus. For example, pressing the Control (Ctrl) key and then pressing the letter O displays the Open dialog. A keyboard shortcut like this is written Ctrl+O. The following table lists and describes other common keystroke combinations in Xtnd. Keystroke combination Shift and Tab Alt and a function key Alt and a letter key Ctrl and a key Abbreviation Shift+Tab Alt+[n] ([n] represents the Function key number) Alt+[letter] ([letter] represents the option s highlighted letter) Ctrl+[key] Connection profiles Available connections are: Direct or native TCP/IP connection Telnet TN3270 (TCP/IP) connection across the Internet (Xtnd 2.6 only) Supported content-server databases for use with Xtnd are Xptr 4.1 or later and Xptr DS release 1.3 and later. You can now use a direct or native TCP/IP connection to access content-server databases. For compatibility with earlier releases of Xptr, Xtnd 2.6 supports the use of a Telnet TN3270 (TCP/IP) connection. Note: Support for Xptr release 3.9 ended on May 31, The Creating connection profiles chapter describes how to configure a connection profile. Xtnd User Manual (July 2006) 19

20 How to use this manual How to use this manual Commands and dialogs in Xtnd This documentation provides a reference for using commands and dialogs in Xtnd. It is organized around the primary components of the interface, which form the basis of tasks that users perform when managing documents. Each chapter describes a component of the Xtnd system. Each chapter contains the following sections: An overview of the component, containing a description of its features and definitions of terms. Descriptions of tasks you can perform with the component, containing preparatory instructions, definitions, and step-by-step explanations for each task. Manual summary The following list provides a summary of what is contained in this manual. Chapter 2: Setting Xtnd general options This chapter describes the procedures for changing viewing and editing Xtnd preferences. With the procedures in this chapter, you can set such options as the use of color contrasts in document window and the display of column and line rulers. Chapter 3: Creating connection profiles This chapter explains how to create and modify Xtnd connection profiles for access to content-server databases. Chapter 4: Managing Xtnd file cabinets This chapter describes the tools and processes for setting up Xtnd file cabinets to store documents, which are then used for downloading content-server documents to a PC folder. This chapter also defines and describes uses for the document list associated with each file cabinet. Chapter 5: Listing folders, defined documents This chapter describes how to use the Xtnd New dialog to list all defined documents in content-server folders and add these documents to your file cabinet. Chapter 6: Working with your favorites list This chapter describes how to work with your Xtnd content-server (Xptr, Xptr DS) favorites folder and document lists, and how to add server documents to your file cabinet from your content-server favorites list. Chapter 7: Managing and browsing documents This chapter explains how to locate, display, and organize various types of documents in Xtnd. You can review document properties such as title, version, and date; you can change a document title or the view mode for a graphics document. This chapter also explains how to use Find, Copy, and page navigation commands. In addition, you can learn how to use Xtnd to manage external documents such as a word processing document or spreadsheet. 20 Systemware, Inc.

21 1 Introducing Xtnd Chapter 8: Applying indexes to documents This chapter explains how to apply and clear indexes on text and graphics documents. Chapter 9: Using global indexing This chapter describes how to use global indexing to search all folders in the contentserver database for which you have security authorization and locates documents containing a specific variable and value. Chapter 10: Setting print options, printing documents This chapter describes the procedures for setting printing preferences and the procedures for printing text and graphics (IBM AFP and Xerox DJDE/metacode) documents to network or local printers. Chapter 11: Formatting text documents, creating views This chapter describes the procedures and tools for reformatting text documents, setting up document views, and creating charts with document data. The chapter also describes compute functions. Chapter 12: Formatting graphics documents This chapter describes the options available to format graphics documents (IBM AFP and Xerox DJDE/metacode). Chapter 13: Creating document notes This chapter describes procedures for adding, viewing, modifying, and deleting notes for documents. Chapter 14: Using work queues This chapter describes how to add documents from the content-server database to your personal work queue in the database. Chapter 15: Running queries This chapter describes the procedures for creating and running text and batch queries against text document data. Chapter 16: Exporting Xtnd documents This chapter describes procedures for exporting the contents of documents to an external application, such as a spreadsheet or word processing application. Appendixes and references This manual includes the following references and advanced topics: Appendix A: Xtnd logon scripts Appendix B: Xtnd file types Appendix C: Xtnd configuration parameters Appendix D: Text Query Language Appendix E: Xtnd advanced scripting (the capability to execute predefined instructions to perform Xtnd functions) Appendix F: Xtnd messages Appendix G: Xtnd troubleshooting guide Appendix H: First connection profile Xtnd User Manual (July 2006) 21

22 How to use this manual 22 Systemware, Inc.

23 2 Setting Xtnd general options The Xtnd View menu enables you to toggle on and off certain display preferences and to access additional preferences. Display preferences available by selecting the items on the menu allow you to display or hide the toolbar, rulers, status bar, greenbar background for a text document, and notes. From the View menu you can also display the Options dialog, which enables you to set operational preferences for Xtnd functions and to set preferences that affect how you display and work with document text. These options are grouped according to function and can be changed almost anytime Xtnd is running. Some changes may not take effect until you shut down and restart Xtnd, but other changes take effect immediately. Color changes, for example, occur immediately after your request. The Options dialog, accessed from the View menu, is a tab dialog box, or a window with multiple views called tab pages accessible by selecting the tab name at the top of the dialog box. Tab pages in the Options dialog are available for documents according to the following rules: The General tab page sets operational preferences such as showing the Open dialog at startup, altering the display of document text in a document window, setting the starting location for Find commands, and handling text copied to the Clipboard. The Print Options tab page sets preferences for font size and scaling. (Refer to the chapter Setting print options, printing documents for more information.) The Connections tab page allows you to add, delete, change, and test connection profiles. (Refer to the chapter Creating connection profiles for more information.) The File Cabinets tab page allows you to add, delete, or change file cabinet configurations. (Refer to the chapter Managing Xtnd file cabinets for more information.) The Register tab page allows you to change the Xtnd user or company name specified at installation time. This enables you to set the name or company so that the information appears on notes used throughout the company. Refer to the chapter Creating Document Notes to see how the user name is added to each created note. Using the Options General tab dialog, you can set the following preferences: Show the Open dialog box at Xtnd startup Highlight frozen lines and columns Display a confirmation message before completing a deletion request Trace server communications steps for troubleshooting Set the number of lines per displayed page Specify the maximum number of formatting steps to undo Trim leading and trailing spaces when copying to the Clipboard Xtnd User Manual (July 2006) 23

24 Setting Xtnd general options Omit blank lines when copying to the Windows Clipboard Automatically translate negative numbers when copying to the Clipboard Set the default location to start Find commands Set the default font for document text Set default text and background colors for document windows Note: You can manually edit the XTND32.INI file to change certain system preferences and defaults. Refer to the appendix Xtnd configuration parameters for details. What to expect To complete this process successfully, expect the following: Preference changes made on this tab page take effect after you click the OK button. Most of them take effect immediately, but some take effect the next time you start Xtnd. You should not select the option to trace server communications unless a Systemware technical support representative instructs you to do so. Because the click-and-drag method for selecting text involves visually selecting an area of text, the copied text may include extra spaces and lines not needed in the destination text. The Trim and Omit options delete extra spaces and lines from an area of selected text. The Clipboard Viewer reflects these deletions. The Auto-translate option formats negative numbers correctly during the copy process. Numbers in some documents may be signed with a trailing minus sign, parentheses, or CR to show that they are negative. If you select this option, Xtnd translates such numbers to negative values so that they calculate correctly when the document text is imported into an application such as a spreadsheet. The Start Finds option changes the default selection in the Find dialog box. (Refer to the chapter Managing and browsing documents for details about the Find command.) This allows you to complete the following tasks: - Search for a string starting on the currently displayed page - Start searching for a string from the beginning or end of a document and search the entire document Color choices vary among installations. You can select Xtnd-document default colors for background and text within the range of available choices. Font choices vary among installations. You can select Xtnd-document default fonts within the range of available choices. Line displays are limited to 253, though the data entry field may accept more lines. The Register tab is useful to change the user or company name specified at Xtnd installation time. 24 Systemware, Inc.

25 2 Setting Xtnd general options Set general options Use the following steps to set Xtnd operational preferences in the General tab page in the Options dialog accessed from the View menu. The Font and Color dialogs accessed from the General tab page in the Options dialog allow you to set default font and color settings for displayed documents. You can override these settings for individual documents by using the Font and Color commands on the Format menu or toolbar when a text document is displayed in the Xtnd window. Step 1. Select Options on the View Menu. Xtnd opens the Options dialog and displays the General tab page. Figure 7: Options General tab page Step 2. Select and enter the appropriate options in the General tab page. The following options are available on the General tab page. Note: You should not check the Trace server communications box unless a Systemware technical support representative instructs you to do so for troubleshooting purposes. Option Type Description Show the File Open dialog at startup Highlight frozen lines and columns Check box Check box Instructs Xtnd to display the Open dialog box automatically each time the application starts: Selecting the check box displays the Open dialog box. Leaving the check box blank deactivates the option. Adds the default color to frozen lines and columns in a view. Refer to the Default tab page in the Color dialog for information about default colors. Xtnd User Manual (July 2006) 25

26 Setting Xtnd general options Option Type Description Ask before deleting items Trace host communications Maximum lines per page Maximum Undo steps Maximum reports Default tabs stop Trim leading spaces Trim trailing spaces Auto-translate numbers Omit blank lines Check box Check box Data entry field Data entry field Data entry field Data entry field Check box Check box Check box Check box Instructs Xtnd to display a confirmation message each time you request the deletion of an item. Selecting the check box displays the message after you enter a deletion request. Leaving the check box blank deactivates the option, and Xtnd deletes a selected item without user confirmation. Instructs Xtnd to trace communications steps for troubleshooting purposes. Do not check this box unless a Systemware technical support representative instructs you to do so for troubleshooting purposes. Displays no more than a specific number of lines on a screen page. A change entered in this field becomes effective the next time you start Xtnd. Default is 90 lines per page Minimum is 3 Maximum is 253 Specifies the maximum number of formatting steps for Xtnd to recall and undo. Specify the maximum number of documents displayed at one time when browsing via the Directories tab or Favorites tab. When applicable, the options previous and next are displayed in these tabs to enable paging through the list of entries in a folder. Default is 1,000 Minimum is 1 Maximum is 32,000 Sets the default tab stop for text documents. Deletes extra spaces at the beginning of each line you select and copy text to the Clipboard. Deletes extra spaces at the end of each line you select and copy text to the Clipboard. Translates negative numbers in a document to negative values when copying text to the Clipboard. Removes blank lines and moves lines of data together in each area of text you select and copy to the Clipboard. 26 Systemware, Inc.

27 2 Setting Xtnd general options Option Type Description Start finds Radio button Sets the default starting place for the Find command to the current page or at the beginning or end of the document. If the current page is close to the beginning of the document, Xtnd starts the search from the first page and moves forward. If the current page is near the end of the document, Xtnd starts the search on the last page and moves backward. The command searches the entire document. Step 3. To change document default font settings, click the Font button in the General tab page. Xtnd opens the Font dialog. Note: To change the font settings for an individual document, access the Font dialog box by using the Font command on the Format menu or toolbar. Figure 8: Font dialog Step 4. Select default font, font style, and size settings. Click OK. Xtnd sets the font options you selected as defaults for displayed documents and returns to the General tab page in the Options dialog. Step 5. To change document default color settings, click the Color button in the General tab page. Note: To change the text and background color settings for an individual document, access the Color dialog box by using the Color command on the Format menu or toolbar. Xtnd User Manual (July 2006) 27

28 Setting Xtnd general options Figure 9: Color dialog Step 6. Select document default colors. The following color options are available on the Color dialog. Option Type Description Text Background Frozen lines and columns... Text Frozen lines and columns... Background Drop-down list box Drop-down list box Drop-down list box Drop-down list box Changes the global default color of text in the document window to a color selected from the list box. To change text color for an individual document, use the Color button in the document display window. Changes the default color of the area behind document text to a color selected from the list box. To change background color for an individual document, use the Color button in the document display window. Changes the color of text in frozen lines and columns to a color selected from the list. Highlights the background behind text in frozen lines and columns in a color selected from the list. Step 7. Click OK. Xtnd sets the color options you selected as defaults for displayed documents and returns to the General tab page in the Options dialog. 28 Systemware, Inc.

29 2 Setting Xtnd general options Step 8. Step 9. To change the user or company name specified at Xtnd installation time, select the Register tab page in the Options dialog. Current information is displayed in the Register tab page. Type the new information in the User Name and Company Name fields. Figure 10: Register tab, Options dialog Step 10. Click OK. Xtnd closes the Options dialog and uses the new operational preferences. Xtnd User Manual (July 2006) 29

30 Setting Xtnd general options 30 Systemware, Inc.

31 3 Creating connection profiles After you install Xtnd, you must set up a connection profile before Xtnd can log on to a server and access content-server documents. You must provide such information as user ID, password, and content-server startup command, which are used to connect to the content server. These differ from one organization to another and therefore must be entered and stored for use. Xtnd stores this information as a connection profile. You can now use a direct or native TCP/IP connection through a proprietary application programming interface (API) to access content-server databases. For compatibility with earlier versions, Xtnd 2.6 supports the use of a Telnet TN3270 (TCP/IP) connection across the Internet. Setting up your first connection profile After you install Xtnd, you must set up a connection profile. Selecting the New tab in Xtnd launches a dialog that helps you set up your first connection profile. For steps on using this dialog, refer to Appendix H, First connection profile. Alternatively, you can add a connection profile through the Connections tab page in the Options dialog accessed from the View menu, as described in this chapter. Creating and using connection profiles One connection profile may be sufficient for accessing server-based documents. However, certain items such as password require occasional maintenance, and you may require multiple profiles for access to multiple system paths. Using the Connections tab page in the Options dialog accessed from the View menu, Xtnd s options enable each user to create and maintain connection profiles as needed. Note: If you delete a connection profile that was used to add a server document to a file cabinet document list, you will not be able to access that server document. Xtnd saves the connection profile when you add a server document to a document list and uses that profile each time you open the server document. Connection profile maintenance is available as a choice on the Options dialog, which is available from the View menu. Options for connection profiles include these tasks: Add a connection profile - A new connection profile is added through the Options dialog Connections tab page. Each profile requires a unique name and several userspecified items entered or selected on a setup tab page. Modify an existing connection profile - Each connection profile is available for review and modification through the Connections tab page. The process of modifying a Xtnd User Manual (July 2006) 31

32 Security and administration profile is similar to that of adding a new profile. Completing these steps changes the operation of the profile without altering the profile name. Remove a connection profile - You can delete a connection profile through a short series of steps. These steps do not delete the file cabinet to which the profile was connected. The deletion process removes the connection profile name and information from Xtnd. Test a connection profile - You can test each connection profile available through the Options dialog Connection tab page. The process of testing a connection profile involves selecting the appropriate profile and clicking the Test Connection button. This test determines whether or not a connection can be established using the profile settings and responds with a message indicating the result. Security and administration The connection profiles feature does not secure access to any content server beyond the storage of passwords in an encrypted form. Xtnd stores and uses security data provided to it through the connection profile, but this information originates outside the application. If protection of passwords is a security issue, use caution when recording a password in Xtnd. Xtnd contains some security measures, such as camouflaging the password with asterisks and encrypting the password in the file, but these measures are no substitute for system-wide security applications and policies. Access to, and the security of, server documents provided through Xtnd is handled and controlled within the content-server database. Xtnd displays only the folders and documents that the database allows. The administration authorities must provide adequate security to the Xtnd application to protect the integrity of the connection profiles and each user s access. Note: Using a direct or native TCP/IP connection to the content-server database, you can use the single sign-on option. When an administrator adds local network sign-on IDs to the database XSSO table, the single sign-on option allows use of the Windows security system to authorize security for Xtnd access without additional security for the contentserver database. 32 Systemware, Inc.

33 3 Creating connection profiles Adding a connection profile This section describes the steps for creating a new content-server connection profile. This process is required for setting up connection profiles to use for logging on to the content server and viewing and downloading documents. A connection profile can be associated with a specific user, a department, or any other entity that serves the user community s purposes. What to expect To complete this process successfully, expect the following: You should have ready the following information for the appropriate device and security setup: - Connection profile name - Your logon (security) ID (optional) - Your corresponding logon ID password (optional) - Content-server startup name - Host name or IP address of the content server - Port number - LU name for a Telnet connection (Xtnd version 2.6 only), if required for your workstation to access a content-server (Xptr or Xptr DS) database on your server computer. If an LU name is required, extended Telnet, TN3270E, must be active. - Content-server (Xptr or Xptr DS) user name - Logon script name and path for a Telnet connection (Xtnd version 2.6 only) If you do not include your logon ID and password in the profile, Xtnd prompts you to enter this information each time you attempt a logon. If you click the New button to access content-server documents, Xtnd automatically steps you through the process to set up the first connection profile if you did not create one after installing Xtnd. Xtnd User Manual (July 2006) 33

34 Adding a connection profile Add a connection profile through the Options dialog Follow these steps to add a content-server connection profile through the Connections tab page in the Options dialog accessed from the View menu. If you want Xtnd s automated setup process to guide you through the steps to add the first connection profile for your Xtnd system, refer to the automated setup process in the appendix First connection profile. Step 1. Step 2. On the View menu, select Options. Xtnd displays the Options dialog. In the Options dialog, select the Connections tab. Xtnd displays the Connections tab page. Figure 11: Connections tab page of Options dialog Step 3. Step 4. In the Connections tab page, click the Add button. Xtnd displays the Connection Profile Properties dialog. For Xtnd 2.8 and later, there is only one tab, which includes all fields for the native TCP/IP connection. For Xtnd 2.6, the General tab page has fields for content-server logon; the Native TCP/IP tab and Telnet tabs allow you to specify information for your connection type. Enter the connection properties information using the procedures in following sections. Click the link for Xtnd 2.6 or for Xtnd 2.8 and later. When finished, click OK. Xtnd closes the Connection Profile Properties dialog and returns to the Connections tab page. Note: You can use the Test Connection button in the Connection Profile Properties dialog to verify that a connection can be established using the connection properties defined for the profile. A message is displayed indicating the results of the test. If the test 34 Systemware, Inc.

35 3 Creating connection profiles is not successful, repeat the steps in this procedure to update the connection profile. If the content-server system is not available, you might need to obtain help from a system administrator. Steps to enter connection profile properties for Xtnd version 2.6: Figure 12: Connection Profile Properties (Xtnd 2.6) Step 1. Enter connection details in the General tab page. Specify the following information in the General tab page. Option Type Description Profile name Text box A unique name for the connection is required in this field. Security logon ID Text box An entry is not required in this field. If you do not enter an ID, the system prompts for it during logon. Password Text box An entry is not required in this field. If you do not enter a password, the system prompts for it during logon. Xptr startup name Text box Enter the command you type to start the content-server (Xptr or Xptr DS) database. This field can only be completed if you first set up a Telnet connection in the Telnet tab page. The default startup name is XPTR. Xtnd User Manual (July 2006) 35

36 Adding a connection profile Option Type Description Xptr user name Text box Enter the user name for the content-server database. The default user name is DEFAULT. Logon script Text box Enter the path and name of the logon script for this connection. If you do not know the path, click the Browse button to locate and enter the drive and folder where the logon script is located. This field can only be completed if you first set up a Telnet connection on the Telnet tab page. The default logon script name is LOGON.SCR, which is located in your Xtnd folder. Step 2a. If you want to connect to the server with a Telnet connection, select the Telnet tab. (If you access the server using a direct or native TCP/IP connection, skip this step.) Xtnd displays the Telnet tab page. Figure 13: Connection Profile Properties Telnet tab page 36 Systemware, Inc.

37 3 Creating connection profiles Specify the following information in the Telnet tab page. Option Type Description Use Telnet to access the host Check box Check this box to activate this tab page. This deactivates the Native TCP/IP tab page. Host name Text box Enter the host name or Internet protocol (IP) address of the content-server database. The IP address takes the form nnn.nnn.nnn.nnn, where n is a decimal digit. Port number Text box Enter the number of the server port through which you will gain access. (The default port number is 23, which is the commonly accepted industry standard port number for Telnet.) LU name Text box This entry is optional. If your server only allows the content-server (Xptr or Xptr DS) database to be used on certain workstations, this might be necessary. Specifying an LU name causes Xtnd to use the Telnet extended TN3270E protocol (instead of the simpler TN3270 protocol) when connecting to the server. Buffer size Drop-down list Select the buffer size from the drop-down list. The default buffer size is 1920 (Model 2). Step 2b. If you want to connect to the server with a direct or native TCP/IP connection, select the Native TCP/IP tab. (If you access the server using a Telnet connection, skip to the next step.) Xtnd displays the Native TCP/IP tab page. Xtnd User Manual (July 2006) 37

38 Adding a connection profile Figure 14: Connection Profile Properties Native TCP/IP tab page Specify the following information in the Native TCP/IP tab page. Option Type Description Use native TCP/IP to access the host Step 3. Check box Check this box to activate this tab page. This deactivates the Telnet tab page. Host name Text box Enter the host name or IP address of the content server. The IP address takes the form nnn.nnn.nnn.nnn, where n is a decimal digit. Port number Text box Enter the number of the server port through which you will gain access. Use the single sign-on feature Check box Check this box to enable the single sign-on option. When a system administrator adds local network sign-on IDs to the content-server XSSO table, the single sign-on option allows use of the Windows security system to authorize security for Xtnd access without additional security for the content server. Click OK. Xtnd closes the Connection Profile Properties dialog and returns to the Connections tab page. The name of the newly created profile is now in the list box. 38 Systemware, Inc.

39 3 Creating connection profiles Steps to enter connection profile properties for Xtnd version 2.8 and later: Figure 15: Connection Profile Properties (Xtnd 2.8 and later) Step 1. Enter connection details in the General tab page. Specify the following information for the connection profile. Option Type Description Profile name Text box A unique name for the connection is required in this field. Title Text box An entry is not required in this field. You can use this field to describe the connection profile. This field is useful for identifying multiple connection profiles. Host name or IP Text box Enter the host name or IP address of the content server. The IP address takes the form nnn.nnn.nnn.nnn, where n is a decimal digit. Port number Text box Enter the number of the server port through which you will gain access. Security ID Text box An entry is not required in this field. If you do not enter an ID, the system prompts for it during logon. Xtnd User Manual (July 2006) 39

40 Adding a connection profile Option Type Description Password Text box An entry is not required in this field. If you do not enter a password, the system prompts for it during logon. Confirm password Text box If you entered a password, type the password again for confirmation. Xptr user Text box Enter the user name for the content-server database. The default user name is DEFAULT. Use the single sign-on feature Step 2. Check box Check this box to enable the single sign-on option. When a system administrator adds local network sign-on IDs to the content-server XSSO table, the single sign-on option allows use of the Windows security system to authorize security for Xtnd access without additional security for the content server. Available for all users Check box Check this box if the connection profile should be available for all users with access to Xtnd and the content server to which the connection is being created. Click OK. Xtnd closes the Connection Profile Properties dialog and returns to the Connections tab page. The name of the newly created profile is now in the list box. 40 Systemware, Inc.

41 3 Creating connection profiles Modifying and deleting connection profiles This section describes the steps for modifying or deleting an existing connection profile. All items in the connection profile, including the profile name, can be modified. The deletion process deletes the name of the profile and the profile information from Xtnd. Note: After you set up your first connection profile, you must always maintain a connection profile. In other words, you cannot delete all connection profiles. The Remove button on the Connections tab page is inactive if you have only one connection profile. What to expect To modify a connection profile successfully, expect the following: This procedure is useful for modifying connection profiles used for logging on to a content server, and for viewing and downloading documents from the server. A connection profile can be associated with a specific user, a department, or any other entity that serves the user community s purposes. The profile is associated with only one user ID and password if such information is necessary. All information is modifiable. If you delete the logon ID and password from a connection profile, the system prompts you to enter this information each time you attempt a logon (the action will not take effect until you restart Xtnd). To delete a connection profile successfully, expect the following: You must know the name of the connection profile that you want to delete. You can review any profile through the Connection Profile Properties tab page before deleting a profile. Deleting a profile does not delete security access or user access information from its origination point. This information is deleted only from Xtnd. Xtnd User Manual (July 2006) 41

42 Modifying and deleting connection profiles Modify a connection profile Follow these steps to modify a connection profile. Step 1. Step 2. On the View menu, select Options. Xtnd displays the Options tab dialog. In the Options dialog, select the Connections tab. Xtnd displays the Connections tab page. Figure 16: Connections tab page Step 3. Step 4. Step 5. Step 6. In the Connections tab page, select a profile to modify. Click Properties. Xtnd displays the Connection Profile Properties dialog. Click one of these links to use applicable procedures to modify the connection profile. Xtnd 2.6 Xtnd 2.8 and later When changes are complete, click OK in the Connection Profile Properties dialog. Xtnd closes the Connection Profile Properties dialog and returns to the Connections tab page. If you changed the name of the profile, the new name of the modified profile appears in the list box. Click OK in the Connections tab page. Xtnd closes the Options tab dialog and returns to the Xtnd window. 42 Systemware, Inc.

43 3 Creating connection profiles Delete a connection profile Follow these steps to delete a connection profile. Step 1. Step 2. On the View menu, select Options. Xtnd displays the Options tab dialog. In the Options dialog, select the Connections tab. Xtnd displays the Connections tab page. Figure 17: Connections tab dialog Step 3. Step 4. Step 5. In the Connections tab page, select a profile to delete. Click the Remove button. Xtnd displays a message asking you to confirm the removal of the specified connection profile. Click Yes to confirm the deletion of the profile. Xtnd closes the Connection Profile Properties dialog and returns to the Connections tab page. Click OK. Xtnd closes the Options tab dialog and returns to the Xtnd window. Xtnd User Manual (July 2006) 43

44 Modifying and deleting connection profiles 44 Systemware, Inc.

45 4 Managing Xtnd file cabinets File cabinets are essential components of the Xtnd application. In each file cabinet, Xtnd stores downloaded documents, as well as the references to server documents and external files that enable you to view documents without leaving or exiting Xtnd. Each file cabinet has a corresponding document list that contains the names of documents stored in the file cabinet. The Open dialog displays these lists and provides a list box for selecting different file cabinets and lists. The Xtnd setup process creates a starter file cabinet, named My FileCabinet in the location you choose, and this file cabinet may be adequate. If you want to take full advantage of Xtnd s document cataloging, file sharing, and organizational capabilities, you can set up and use additional file cabinets. Note: If you selected the option to install a samples file cabinet when you installed Xtnd, a Samples FileCabinet is also available. This file cabinet includes two text documents that you can use to familiarize yourself with Xtnd features. This chapter explains how to set up and remove file cabinets, manage document lists in your file cabinet, and add and delete server documents, external documents, and folders. Xtnd User Manual (July 2006) 45

46 Adding and deleting file cabinets Adding and deleting file cabinets This section describes the steps for setting up or adding a file cabinet on a local PC hard drive or network server. To complete this process successfully, you must understand and work with naming conventions used to distinguish one file cabinet file from another. Setting up a file cabinet requires two names: Path name for the folder where the file cabinet file is stored. No file or folder name can exceed eight characters. A name for the file cabinet itself, which is displayed in Xtnd. This name can vary in length. To set up a file cabinet, you will create a file and folder in a Windows folder through a procedure in Xtnd. During this process, you can share the file cabinet with other users. Xtnd s file cabinet setup procedure includes these tasks: Naming the new file cabinet, Determining and specifying its location, and Designating its file sharing status. Removing a file cabinet from Xtnd deletes the file cabinet name from the Options File Cabinets tab page and the list box in the Open dialog. Removing a file cabinet also deletes the name and the XDB file created when you created the file cabinet. You have several options for managing and viewing content-server (Xptr or Xptr DS) documents. The options include the following: Working with multiple versions of a document Working with multiple indexed versions of a document Working with multiple views of a document Working with multiple downloaded versions of a document Xtnd also stores document views and charts created in Xtnd (.VEW files and.cht files) and text queries created through Xtnd (.QRY files). Each time you add a document name, view, chart, or query, the name of the item appears on the currently displayed document list. Creating multiple document lists for classifying and organizing documents, therefore, requires additional file cabinets. What to expect To complete these processes successfully, expect the following conditions: Xtnd creates as part of the file cabinet setup process: - A folder or (if you specify a nonexistent folder name), and - A file cabinet file with a file cabinet extension (.XDB). The new file cabinet requires a name, which you supply during setup. The name for the file cabinet is the name that appears on the File Cabinets tab page Each file cabinet must be stored in a unique folder. In order to use a document in a shared file cabinet, all users must have a connection profile with the same file name (name.xcp) as the one which added the document to the file cabinet. Removing a file cabinet deletes the file cabinet name from the Options File Cabinets tab page and the list box in the Open dialog. Removing a file cabinet also deletes the XDB file. 46 Systemware, Inc.

47 4 Managing Xtnd file cabinets Removing a file cabinet does not delete any of the following files: - Queries (QRY files) - Views (VEW files) - Reference key (DAT file) - Document reference (XTD files) - IBM AFP (Advanced Function Presentation) files (AFP files) - DJDE/metacode files (CCF files) for Xerox DJDE/metacode documents. (Note: these files are applicable only when using Telnet sessions with Xtnd version 2.6; Xerox DJDE/metacode documents are converted to PDF for native TCP/IP connections and not viewed internally in Xtnd.) - Graphics resource (RES) files for IBM AFP and Xerox DJDE/metacode documents. (Note: For Xerox DJDE/metacode documents, these files are applicable only when using Telnet sessions with Xtnd version 2.6; Xerox DJDE/metacode documents are converted to PDF for native TCP/IP connections and not viewed internally in Xtnd.) Removing the file cabinet also does not delete the folder that contains these files. To remove a file cabinet and all its files, use a file management utility (such as Windows Explorer) to delete the files and folder. Xtnd User Manual (July 2006) 47

48 Adding and deleting file cabinets Add a file cabinet Follow these steps to set up or add a file cabinet. You can start at the main menu with or without documents displayed. The choices on the View menu remain the same whether or not a document has been opened. Step 1. Step 2. From the View menu, select Options. Xtnd displays the Options tab dialog. In the Options tab dialog, select File Cabinets. Xtnd displays the File Cabinets tab page. Figure 18: Options dialog, File Cabinets tab page 48 Systemware, Inc.

49 4 Managing Xtnd file cabinets Step 3. In the File Cabinets tab dialog, click the Add button. Xtnd displays the File Cabinet Properties tab dialog. Figure 19: File Cabinet Properties dialog Step 4. Step 5. Enter a new file cabinet name and path, and select the file-sharing option if you are adding the file cabinet on a network server and want other users to be able to access documents within the file cabinet. The new file cabinet will be set up in the folder you specify. In the example, the file cabinet name is File Cabinet2. The blank space between the words is acceptable for display within Xtnd. The file cabinet is represented by a file named FILECAB2. There are no spaces in the name, and the total number of characters in the folder name cannot exceed eight characters. The file sharing name is FILECAB2. Click OK. Xtnd returns to the File Cabinets tab page. The new file cabinet name is displayed. Xtnd User Manual (July 2006) 49

50 Adding and deleting file cabinets Figure 20: File Cabinets tab page displaying name of new file cabinet Step 6. Click OK to close the Options tab dialog. The new file cabinet is set up in the folder you specified. If the folder that you entered does not already exist in the location specified, a message prompts you to confirm the creation of the folder. Click Yes to create the folder. 50 Systemware, Inc.

51 4 Managing Xtnd file cabinets Remove a file cabinet Follow these steps to remove a file cabinet from Xtnd. Step 1. Step 2. On the View menu, select Options. Xtnd displays the Options dialog. In the Options tab dialog, select File Cabinets. Xtnd displays the File Cabinets tab page. Figure 21: Options dialog, File Cabinets tab page Step 3. Step 4. In the File Cabinets tab page, select the file cabinet name you want to remove. Next, click the Remove button. Xtnd displays a confirmation message. This message allows you to cancel the removal process or to proceed and complete the process. In the message box, click Yes. Xtnd closes the confirmation message window and deletes the name from the File Cabinets tab page. Xtnd User Manual (July 2006) 51

52 Adding and deleting file cabinets Figure 22: File Cabinets tab page Step 5. In the File Cabinets tab, click OK. Xtnd closes the tab page and returns to the main menu. 52 Systemware, Inc.

53 4 Managing Xtnd file cabinets Managing document lists in your file cabinet This section describes the processes for: Creating a folder in an existing document list in a file cabinet. Adding an external file to the current document list. Adding the names of server documents to the document list of the current file cabinet, using the New dialog. Note: This section shows the general process for accessing content-server (Xptr or Xptr DS) documents and adding them to your Xtnd file cabinet. However, you should refer to the respective chapters on favorites lists, global indexing, listing content-server folders and defined documents, and work queues for additional information about managing document lists. Deleting an item from the document list of a selected file cabinet. Viewing properties for a selected item in a document list. (Refer to the chapter Managing and browsing documents for details about viewing document properties.) A document list is a catalog of document, query, and view names which you (or a supervisor) assemble in an Xtnd file cabinet. Figure 23: File cabinet document list A document list provides a way to catalog documents into separate groups. With this feature, you can group names of related documents in one list. You can also create multiple document lists, each list associated with a file cabinet. The Samples file cabinet that you can install at setup has a document list already assembled. It lists two documents and two views. A document list is a part of the Open dialog that lists documents available for selection from the current file cabinet or documents associated with the file cabinet. Initially, a document list for a newly created file cabinet is empty until you add documents, views, and queries to it. Each time you display the Open dialog, Xtnd displays the last document list opened. You can display various document lists by selecting different file cabinets from the list box in the Open dialog. To display the file cabinets list, click the Look in list box. Each file cabinet document list can contain the names of the following items: Xtnd User Manual (July 2006) 53

54 Managing document lists in your file cabinet External files Downloaded documents Server-based documents Queries Views Charts You can add and delete document list items. Server documents and external documents themselves are unaffected, because you are simply adding or deleting a reference to a document, rather than the document itself. The external documents remain stored on the local PC or LAN, and server documents remain in the contentserver (Xptr or Xptr DS) database. Xtnd does delete downloaded documents on request. To recover a copy of a downloaded document, open the server version and download it again. Types of documents The types of documents that you can catalog with this feature include the following: Multiple versions of documents that reside on the content server (Xptr or Xptr DS) Multiple versions of content-server documents downloaded to the Xtnd file cabinet Graphics documents (IBM AFP and Xerox DJDE/metacode) that reside on the server or PC network (Xerox DJDE/metacode documents are displayed as PDFs in Xtnd when using a native TCP/IP connection) Any PC application document file Views of text documents Views of content-server text documents downloaded to the Xtnd file cabinet Queries against text documents Charts created from text documents You can combine any and all of these document, query, chart, and view types in a file cabinet list. Document list functions The functions for the document list include the following tasks: Navigate up one level The folder navigation button moves the display up the folder tree until the display reaches the root folder of the current file cabinet. Add a new folder Each new folder is added to the document list through a series of steps. At the end of these steps, the new folder name is added to the document list for the current file cabinet. You can add additional folders to organize items in the document list. Add a new external file Each document, query, or view name is added to the document list through a series of steps. At the end of these steps, the document name is added to the current document list. This document list corresponds to the file cabinet selected through the Look in list box. 54 Systemware, Inc.

55 4 Managing Xtnd file cabinets Add a new content-server (Xptr or Xptr DS) document name Each content-server document name is added to the document list through a series of steps, using the New dialog. At the end of these steps, the document name is added to the current document list. This document list corresponds to the file cabinet selected through the Look in list box Delete a document name Each document name, query, view, or folder is deleted from the document list through a series of steps. At the end of these steps, the item name is removed from the current document list. This process does not delete documents themselves. Although the delete process removes a chart (.CHT file), query (.QRY file), or a view (.VEW file) from the file cabinet, it simply removes the reference to documents and external documents. When you delete a folder from the document list, the items in the folder are also deleted. View document properties You can view the properties for each document, query, chart, and view in the displayed document list. The document properties include such information as title, location, date, and version. Query and view properties include the instructions and operations that make up the view or query. Folder properties enable you to rename the selected folder. You can also apply and clear indexes. For graphics documents, you can set viewing mode (text or graphics). Document list items The following list describes items that can be in your file cabinet document list, along with icons used to represent them. Server-based text document (green icon) Server-based text document with index or query applied Xtnd downloaded text document Xtnd downloaded text document with index or query applied Server-based document such as PDF Xtnd downloaded document such as PDF Server-based IBM AFP document (blue icon) Server-based IBM AFP document with index or query applied Xtnd downloaded IBM AFP document Xtnd downloaded IBM AFP document with index or query applied Server-based Xerox DJDE/metacode document (red icon) (Xtnd 2.6 with Telnet only) Server-based Xerox DJDE/metacode document with index or query applied (Xtnd 2.6 with Telnet only) Xtnd downloaded Xerox DJDE/metacode document (Xtnd 2.6 with Telnet only) Xtnd downloaded Xerox DJDE/metacode document with index or query applied (Xtnd 2.6 with Telnet only) External file Chart Query View Xtnd User Manual (July 2006) 55

56 Managing document lists in your file cabinet Look in list box The Look in list box contains the names of all file cabinets stored locally and on network servers. File cabinet names are listed in alphabetical order. The current document list is determined by the file cabinet name shown in the Look In box. Figure 24: Look in list box When you select a file cabinet, Xtnd displays the corresponding document list. There are two types of file cabinets in Xtnd and they are identified by their icons. The file cabinet type is determined during file cabinet setup. File cabinet Shared file cabinet Cautions The document list itself does not provide features that secure access to any document. Xtnd stores and uses server-level security data provided to it through a connection profile, but this information originates outside the application. Systems administrators must provide adequate security to the Xtnd application to protect access to any document. What to expect To add a folder to a document list successfully, expect the following: You should add a new folder before adding documents to be stored in the folder. It is safest to use the folder navigation button to move between levels of folders in the current file cabinet. To add a folder to a document list successfully, expect the following: Document names from a local hard drive or any network server can be added to the current list. You must know the file name and path to locate the correct document. The document s name can be modified after you add it to the document list. A document s name is one of its properties. Refer to the chapter Managing and browsing documents for instructions on modifying a document name. You can drag and drop documents from Windows Explorer or the Windows Desktop to the document list. To add a server document to a document list successfully using the New dialog, expect the following: The Show radio buttons (Name, Title, and Alternate Name) control the way document names are displayed in the Reports list box in the New dialog. Choosing Name gives you the actual file name. Title and Alternate Name are names assigned by the system administrator. Title shows a longer document title (including spaces), and Alternate Name, if present, is a shorter name for the document. If Title or Alternate Name is not assigned by the administrator, the document name (Name) is substituted and displayed for these options. The Directories tab page enables you to browse folders containing lists of contentserver (Xptr or Xptr DS) documents that you can add to the current document list. 56 Systemware, Inc.

57 4 Managing Xtnd file cabinets The Global tab page enables you to use content-server global indexing capabilities to generate a list of documents containing a specific variable and value. You can also request a list by date range or limit the list to documents with specific characters in the document name. When global indexing has been set up by the system administrator, you can search for documents across the entire server database, regardless of which content-server folder contains the document. The Favorites tab page enables you to view and manage documents and folders in your content-server favorites list. You can select, and, and delete folders and documents using the Favorites tab page. You can view the documents in the content-server database, as well as add them to your file cabinet document list. The Queue tab page enables you to create a list of document versions for priority action. You can place versions in any work queue to which you have security access. For example, a supervisor could distribute document versions to subordinates work queues as action items. To delete a document from a file cabinet successfully, expect the following: The file cabinet holds names of documents, queries, charts, and views. Deleting a file cabinet list item removes reference to the file name, but does not remove the data itself from a file cabinet or the file name from folder listings. The delete process does remove a query (.QRY file), chart (.CHT file), or a view (.VEW file) from the file cabinet. Xtnd displays a confirmation message each time you request a deletion, unless you have deselected the item under View Options that controls this message option. To display document properties for an item in a file cabinet document list, expect the following: You can modify all or part of the Document Name field by clicking in the field and entering new text. Changing document names helps you identify them more easily. Other fields supply information only and cannot be modified. The General tab page supplies all known information about a selected document. When you select Properties for a document view, you can add, remove, or modify formatting and operation options contained in the view. When you select Properties for a document query, you can modify the query name, change the time limit, add or clear a query definition, or verify query information. When you select Properties for a chart, you can add, remove, or modify formatting and operation options contained in the chart. Note: Refer to the chapter Formatting text documents, creating views for details about working with view, query, and chart properties. Xtnd User Manual (July 2006) 57

58 Managing document lists in your file cabinet Add a folder to a file cabinet Complete the following steps to add a folder to the current document list. Step 1. Step 2. Display the Open dialog, and select the file cabinet name from the Look in list box. The selected file cabinet name becomes the current file cabinet whose document list will be displayed in the Open dialog. Click the New Folder button. Xtnd displays the New Folder dialog. Figure 25: New Folder dialog Step 3. Enter the folder name, and click OK. Xtnd returns to the Open dialog and shows the new folder. Figure 26: Open dialog Step 4. Select the new folder, and click OK to open. Xtnd displays the new folder with an empty document list. You can now add documents, queries, views, charts, and folders to the new list. 58 Systemware, Inc.

59 4 Managing Xtnd file cabinets Add an external document to a file cabinet Complete the following steps to add an external document name to the current document list. Step 1. Display the Open dialog, and choose the file cabinet name from the Look in list box. The current document list is associated with the selected file cabinet. Figure 27: Open dialog Step 2. Click the New External File button. Xtnd displays the New External File dialog. Figure 28: New External File dialog Step 3. Step 4. In the New External File dialog, select the drive, folder, and file name. The selected file is highlighted. Click OK. Xtnd closes the New External File dialog and adds the file name to the document list. Xtnd User Manual (July 2006) 59

60 Managing document lists in your file cabinet Figure 29: Open dialog after external file was added The external file added to this document list in this example is an Adobe Reader PDF file. When you select the file to be opened from your document list, Xtnd launches the Adobe Reader application and opens the PDF file. 60 Systemware, Inc.

61 4 Managing Xtnd file cabinets Add a server document name using the New dialog This section describes the steps for adding the names of server documents to the document list of the current file cabinet. This process is useful for adding content-server (Xptr or Xptr DS) document names to the current list. You can add the same document name to multiple lists or multiple copies to the same list. Follow these steps to add the name of a server document to the current document list, using the New dialog. These steps show the general process for accessing content-server documents and add them to your Xtnd file cabinet. Step 1. From the File menu, select Open. Xtnd displays the Open dialog which contains the document list for the currently selected file cabinet. To view a list of other versions of a server document in the document list, select the document you want and click the right mouse button to activate the context menu. Next, click Versions on the context menu to display the Versions tab page in the New dialog after connecting to the server. Figure 30: Open dialog Step 2. From the Open dialog, select the file cabinet name from the Look in list box. All file cabinet names appear in the Look in list box. Xtnd User Manual (July 2006) 61

62 Managing document lists in your file cabinet Step 3. Click the New button. If more than one connection is defined, Xtnd displays the Connections dialog. If only one connection is defined, Xtnd goes directly to the New dialog shown in the next step. Figure 31: Connections dialog Step 4. Select a connection and click Connect. Xtnd connects to a content server. To connect, Xtnd logs on if necessary (when this is the first time in this session that you are connecting, when you have previously logged off this connection via the File menu Logoff command, or when you choose a different connection profile). If your logon ID and password are not in the connection profile, Xtnd prompts you to enter them. After connecting to a content server (Xptr or Xptr DS), Xtnd displays the New dialog and the last tab page accessed. If this is the first time you are accessing the New dialog, the Directories tab page is displayed. Xtnd remembers the tab page you accessed last in the New dialog. The next time you open the New dialog, Xtnd goes directly to that tab page. Figure 32: New dialog Directories tab page 62 Systemware, Inc.

63 4 Managing Xtnd file cabinets Step 5. Step 6. On the selected tab page, select the folder, file name, and version of the document to add and click Add. Xtnd adds the document name to the current document list. From the Directories and Favorites tab pages, you can also add documents to and remove documents from your favorites list. To scroll to the name you want in a long list, type the beginning characters of the document name and Xtnd takes you directly to that area of the list. To list all versions of a selected document, use the Version drop-down list box; next, select the version you want to add to the file cabinet. Continue adding documents until finished, then click Close. Xtnd returns to the Open dialog and shows the added document names. To open a file-cabinet document file type normally opened in Xtnd (such as text or AFP) in the appropriate external application, select the document and use the Shell Open command on the context menu to open the document in the external application. If the file type is not defined in Windows, you will be prompted to select an application via the Windows Open with dialog. Xtnd User Manual (July 2006) 63

64 Managing document lists in your file cabinet Delete a document name from a file cabinet Follow these steps to delete a document name from a document list. Begin by... Displaying the Open dialog. Determining which file cabinet has the associated document list that contains the document name you want to delete. Step 1. Step 2. Step 3. In the Open dialog, choose the file cabinet name in the Look in list box and select the document name to delete from the document list. The document is highlighted. Click the Delete button. Xtnd displays a message box asking you to confirm the request to delete the selected document. Click Yes to confirm the request to delete the selected name. Xtnd closes the message box and the Open dialog displays an updated document list that does not include the document name. 64 Systemware, Inc.

65 4 Managing Xtnd file cabinets View document properties for an item in a file cabinet Follow these steps to view document properties for an item in a file cabinet. Begin by... Displaying the Open dialog. Determining which file cabinet has the associated document list that contains the document name you want to delete. Step 1. Step 2. In the Open dialog, select the document. Click the Properties button. Xtnd displays the Document Properties dialog and General tab page. Figure 33: Document Properties dialog Note: You can change the file name by clicking in the Document Name field and entering new text. The new name will appear in the document list. Xtnd User Manual (July 2006) 65

66 Managing document lists in your file cabinet 66 Systemware, Inc.

67 5 Listing folders, defined documents You can connect to a content server (Xptr or Xptr DS) and list all folders and defined documents available to you. You can use the Directories tab page of the New dialog to locate the documents you want to browse or add to the current file cabinet. From the Directories tab page of the New dialog, you can also add folders and documents to your favorites list, add documents to a work queue, and run batch queries against multiple versions of a document. What to expect To complete this process successfully, expect the following: You can open a document without adding it to a file cabinet. However, if you anticipate using the document for future work, use the Add button to add it to the current document list. The Show radio buttons (Name, Title, and Alternate Name) control the way document names are displayed in the Reports list box in the New dialog. The Directories tab page enables you to browse folders containing lists of contentserver (Xptr or Xptr DS) documents that you can add to the current file cabinet. You can use the Add to Favorite Directories button to add folders to your contentserver favorites list. You can use the Add to Favorite Reports button to add documents to your favorites list in the content-server (Xptr or Xptr DS) database. You can use the Queue button to add a document to a work queue. You can use the Query button to run a batch query against multiple versions of a document. Xtnd User Manual (July 2006) 67

68 Listing folders, defined documents Add a server document name to a file cabinet from a folders list Follow these steps to add the name of a server document to the current document list by browsing lists of document versions from content-server (Xptr or Xptr DS) folders. This is the list of defined documents in the content-server database, which includes all database documents that security rules allow you to access. Step 1. From the File menu, select Open. Xtnd displays the Open dialog which contains the document list for the currently selected file cabinet. Figure 34: Open dialog Step 2. From the Open dialog, choose the file cabinet name in the Look in list box and click the New Xptr Document button. If more than one connection is defined, Xtnd displays the Connections dialog. If only one connection is defined, Xtnd goes directly to the New dialog. Figure 35: Connections dialog Step 3. Select a connection and click Connect. Xtnd connects to the content-server (Xptr or Xptr DS) database, logging on if necessary. 68 Systemware, Inc.

69 5 Listing folders, defined documents Step 4. Click the Directories tab if it is not already displayed. After the connection is complete, Xtnd displays the New dialog and the last tab page accessed. (If this is the first time you are accessing the New dialog with this connection, the Directories tab page is displayed.) Figure 36: New dialog Directories tab page Step 5. On the Directories tab page, select the folder, file name, and version of the document to add; click Add. Xtnd adds the document name to the current document list. To scroll to the name you want in a long list, simply type the beginning characters of the document name and Xtnd takes you directly to that area of the list. To list all versions of a selected document, use the Version drop-down list box; next, select the version you want to add to the file cabinet. Note: You can use the Add to Favorite Directories button to add folders to your contentserver favorites list. You can use the Add to Favorite Reports button to add documents to your favorites list. See the chapter Working with your favorites list for details. Step 6. Continue adding documents until finished. Next, click Close. Xtnd returns to the Open dialog and shows the added document names. Note: You can use the Query button in the Directories tab page to open the Batch Query dialog and create and run a batch query against multiple versions of a document. See the chapter Running queries for details. Xtnd User Manual (July 2006) 69

70 Listing folders, defined documents 70 Systemware, Inc.

71 6 Working with your favorites list Xtnd provides the capability to work with your content-server (Xptr or Xptr DS) favorites list. The content-server favorites list feature furnishes quicker access to frequently referenced documents. The favorites list can include links to any database folders and documents that security controls allow you to access with your security ID. When your favorites list has been customized, it provides easy access to frequently-used folders, documents, and views without having to search thousands of documents in the contentserver database. Managing favorite folders and documents Your content-server (Xptr or Xptr DS) favorites list includes a list of favorite folders and a list of favorite documents. In Xtnd, you can: Add a server document or folder to your favorites list Remove a server document or folder from your favorites list Add a document to your Xtnd file cabinet document list from your favorites list Using Xtnd s Favorites tab page, you can locate the documents you want to add to or remove from your content-server (Xptr or Xptr DS) favorites list. In addition, you can use the Directories tab page of the New dialog to locate and add documents and folders to your favorites list. From the Favorites tab page of the New dialog, you can also add documents to a work queue or run batch queries against multiple versions of a document. What to expect To complete these processes successfully, expect the following: You can open a document without adding it to a file cabinet. However, if you anticipate using the document for future work, use the Add button to add it to the current file cabinet. The Show radio buttons (Name, Title, and Alternate Name) control the way document names display in the Reports list box in the New dialog. With the Favorites tab, you can view and manage documents and folders in your content-server (Xptr or Xptr DS) favorites list. You can also select and delete folders, view the documents in the database, and add them to your file cabinet document list. You can use the Queue button to add a document to a work queue. You can use the Query button to run a batch query against multiple versions of a document. Xtnd User Manual (July 2006) 71

72 Managing favorite folders and documents Add a document or folder to content-server favorites list Step 1. Connect to a content-server (Xptr or Xptr DS) database from the Directories tab page. Select the document or folder that you would like to add to your favorites list. The New dialog displays the Add to Favorite Reports and Add to Favorite Directories buttons. The Add to Favorite Reports button is always active on this dialog, as in the following example. Figure 37: New dialog box Directories tab with document selected 72 Systemware, Inc.

73 6 Working with your favorites list The Add to Favorite Directories button becomes active after you select a folder name, as in the following example. Figure 38: New dialog Directories tab with folder selected Step 2. Click either the Add to Favorite Reports or the Add to Favorite Directories button, as appropriate. Xtnd adds the document or folder to your favorites list and displays a message telling you that the item has been added. Click OK to close the message. Xtnd User Manual (July 2006) 73

74 Managing favorite folders and documents Remove a document or folder from content-server favorites list After connecting to a content-server (Xptr or Xptr DS) database, follow these steps to remove a document or folder from your favorites list: Step 1. Click the Favorites tab in the New dialog. Xtnd displays your content-server (Xptr or Xptr DS) favorites list. Figure 39: Favorites tab page in New dialog Step 2. Select the folder (Directories list box) or document (Reports list box) you want to delete from your favorites list. The selected item is highlighted and either the Remove Report or the Remove Directory button is active. 74 Systemware, Inc.

75 6 Working with your favorites list Figure 40: Favorites tab page with Remove Directory button active Step 3. Click the Remove Report or Remove Directory button. Xtnd deletes the item from your favorites list. Xtnd User Manual (July 2006) 75

76 Managing favorite folders and documents Add a subfolder of a favorite folder to your favorites list To add a folder to your favorites list from the Favorites tab page in the New dialog, follow these steps: Step 1. Select the folder (yellow icon indicates that it is a subfolder of a favorite folder, which is represented by green icon). Step 2. Click the Add to Favorites button. Figure 41: Adding folder to favorites list from Favorites tab page 76 Systemware, Inc.

77 6 Working with your favorites list Add document or folder to a file cabinet from your favorites list Follow these steps to add a server document to your Xtnd file cabinet document list from your content-server (Xptr or Xptr DS) favorites list. Step 1. Click the Favorites tab in the New dialog. Xtnd displays your favorites list. Figure 42: Favorites tab page in New dialog Step 2. Step 3. Select the document you want to add to your Xtnd file cabinet document list, click the Add button, and click OK. Xtnd adds the selected document to your Xtnd file cabinet document list, and a message displays indicating that the document has been added to the current file cabinet. Click the Close button after you have added the documents you want. Xtnd closes the New dialog. Xtnd User Manual (July 2006) 77

78 Managing favorite folders and documents 78 Systemware, Inc.

79 7 Managing and browsing documents Xtnd offers several features that enable you to display documents available in a file cabinet document list. After displaying a content-server (Xptr or Xptr DS) document, additional features aid in managing the data within a document. With Xtnd, you can display content-server documents, move through hundreds of pages quickly to a specific page, find specific character strings, and copy text data to the Windows Clipboard. For IBM AFP graphics documents, you can also copy data to the Clipboard as bitmap images. Using the commands on the Edit menu, data management features are available for the document in the active window. Because only one document window can be active at a time, the Copy and Find features work only in the current document. The number of document windows you can open during one session is limited only by your PC s configuration. To work with graphics documents (IBM AFP and Xerox DJDE/metacode), your server must be running Xptr release 4.1 or later or Xptr DS release 1.3 or later. Note: Depending on the type of content-server connection you use, Xtnd supports Xerox DJDE/metacode graphics documents differently. If you use a direct or native TCP/IP connection, DJDE/metacode documents are displayed in PDF format in your default PDF viewing application. If you use a Telnet TN3270 (TCP/IP) connection (Xtnd 2.6 only), Xerox DJDE/metacode documents are displayed within the Xtnd interface. Therefore, references to browsing DJDE/metacode documents within the Xtnd interface are only applicable if you use a Telnet connection to a content server. To reformat data in a document, refer to the chapters, Formatting text documents, creating views and Formatting graphics documents. Documents Different terms and phrases are used to distinguish the items accessible through Xtnd: Document: Any item available for viewing through Xtnd or another application. External file: Any item stored on a PC and created or processed through an application outside Xtnd. (Note: The only exceptions to the external file definition are query, (.QRY), chart (.CHT), and view files (.VEW). After you create a query, chart, or view, Xtnd saves them as files. You can then move or copy these files by adding them to other Xtnd file cabinets with the New External File dialog). Xtnd User Manual (July 2006) 79

80 Managing and browsing documents Report: Sometimes used to identify a content-server (Xptr or Xptr DS) report or document. In the past, report generally referred to an Xptr text document; content servers now store any defined document type. You cannot view all document types via a content server database; however, you can download them and use applications pertinent to the document type (such as Microsoft Excel for an XLS file type). Server document: Any document stored in the content-server database. Xtnd document: Any document that has been saved or downloaded to an Xtnd file cabinet or any external document stored in a file cabinet. Text report or document: A content-server (Xptr or Xptr DS) document stored on the server in EBCDIC text, or on a PC in ASCII text. When you view IBM AFP and Xerox DJDE/metacode graphics documents (Xerox documents are converted and displayed as PDF documents with native TCP/IP connections) in text mode, all Xtnd functions for text documents are available. Graphics document: A content-server (Xptr or Xptr DS) IBM AFP or Xerox DJDE/metacode graphics document stored on the server or on a PC in graphics format. IBM AFP document: An IBM AFP-formatted content-server (Xptr or Xptr DS) document stored on the server or in an Xtnd file cabinet. IBM AFP graphics view: A view of an IBM AFP document that appears the same as the printed document, including graphics such as forms overlays or logos. IBM AFP text (emulated) view: A view of an IBM AFP document filtered into text format. When you view graphics documents in text mode, all Xtnd functions for text documents are available. Xerox DJDE/metacode document: A Xerox DJDE/metacode-formatted content-server (Xptr or Xptr DS) document stored on the server or in an Xtnd file cabinet. Xerox DJDE/metacode graphics view: A view of a Xerox DJDE/metacode document that appears the same as the printed document, including graphics such as forms overlays or logos. (Applicable to Xtnd 2.6 Telnet connection only.) Xerox DJDE/metacode text (emulated) view: A view of a DJDE document filtered into text format. When you view graphics documents in text mode, all Xtnd functions for text documents are available. (Applicable to Xtnd 2.6 Telnet connection only.) The documents that can be viewed through Xtnd include the following: Multiple versions of content-server (Xptr or Xptr DS) documents residing in the database Multiple versions of content-server documents downloaded to an Xtnd file cabinet Graphics documents (IBM AFP or Xerox DJDE/metacode) that reside in the contentserver database, Xtnd file cabinets, or other PC file Virtually any PC application document file 80 Systemware, Inc.

81 7 Managing and browsing documents Document management functions Xtnd s document management functions include the following tasks: View document properties Use the Document Properties dialog, accessed from the Open dialog or a displayed document, to view name, version, title, and other characteristics about the document. Set view mode for graphics documents (applicable to Telnet sessions in Xtnd 2.6 only) For a graphics document, there is a Graphics tab page in the Document Properties dialog. You can use this dialog to set viewing preference (graphics or interpreted text) for this document. Open a document You can open any available version of a content-server (Xptr or Xptr DS) document stored on the server, or a content-server document previously downloaded to an Xtnd file cabinet. Archived documents can be restored through Xtnd. Using the context menu in the Open dialog, you can find and display a list of other server document versions for a selected server or downloaded document in a document list. Next, you can select a version from the list to open or add to the current file cabinet. Drag-and-drop copy or apply a view, query, or chart From the Open dialog, you can use Xtnd s drag-and-drop feature to copy or apply a view, query, or chart. Drag and drop it to a document window in another Xtnd window to apply it. Drag and drop it to an message to send as an attachment. If you have stored a view, query, or chart in a Windows folder or on your desktop (from an message, for example), you can drag and drop it into the Open dialog to store it in your Xtnd file cabinet; or you can drag and drop it to your Xtnd document window to apply it to a document. Download a document After displaying a document, you can also download a document to the Xtnd file cabinet. A downloaded document is stored on the PC or LAN-based file cabinet with data intact. If the document is opened in an indexed form, only the indexed version of the document is available for downloading. Find document data Xtnd features enable you to find data in the form of a character string. Copy document data Xtnd features enable you to complete the following tasks: - Copy a selected area of text data to the Microsoft Windows Clipboard - For an IBM AFP graphics document, copy a selected area to the Clipboard as a bitmap image Navigate to a page of a document Xtnd features enable you to navigate to a specific page of a document. Xtnd User Manual (July 2006) 81

82 Managing and browsing documents Open an external document Xtnd enables you to view a document by automatically launching its Microsoft Windows application and displaying the document in an application window. Xtnd has internal resources to open some documents, such as text files and IBM AFP and Xerox DJDE/metacode graphics documents. The correct option is automatically selected for you. Xtnd handles text files internally if the file extension is specified in the XTND.INI file. The appendix Xtnd configuration parameters describes an available utility for editing the XTND.INI file. If the file extension is not specified in XTND.INI, Xtnd launches the Windows application associated with the file extension. 82 Systemware, Inc.

83 7 Managing and browsing documents Using document properties and setting view mode The Document Properties dialog is a tab dialog, meaning a window with multiple views, called tab pages, accessible by selecting the tab name at the top of the dialog. Tab pages are available for documents according to the following rules. The General tab page is available for all file types. The Indexes tab page is available only for content-server (Xptr or Xptr DS) documents and Xtnd downloaded documents. The Graphics tab page is available only for IBM AFP or Xerox DJDE/metacode documents (this tab is not applicable for Xerox documents in Xtnd 2.8 and later; they are always graphics mode) This section contains instructions for reviewing a document s properties. Properties are the unique characteristics of a document s identification, appearance, and display. You can view a document s properties by... Selecting the document on a document list and opening the Document Properties dialog, or Opening a document and displaying the Document Properties dialog from the File menu, the toolbar, or the context menu. This section describes the steps for the following tasks: Reviewing a document s name, title, and version data Changing a document s title This section describes steps for using the Document Properties Graphics tab page to select a view mode for a graphics (IBM AFP or DJDE/metacode) document. (For Xerox documents, the Graphics tab is applicable to Xtnd 2.6 Telnet connections only; Xerox documents are not viewed in text mode with native TCP/IP connections.) The Graphics tab page enables you to select one of the following options, which will take effect the next time you display a content-server document: View a document in graphics mode (as printed) View a document in emulated text mode (interpreted view) In addition, the Graphics tab page allows you to check a box to set or cancel the option for Xtnd to ask about view mode when opening a document. Accessing the Document Properties dialog The availability of a document s properties varies according to file type. You can view a document s properties before and after opening the document. However, the properties of a document from an external file can be viewed only before the document is open. After Xtnd launches the external file s application, that application s features and functions are available. Xtnd provides multiple ways to open the Document Properties tab dialog. For a selected document in the current document list, click the Properties button in the Open dialog. For a selected document in the current document list in the Open dialog, click the right mouse button to display the context menu; select Properties on the context menu. Xtnd User Manual (July 2006) 83

84 Using document properties and setting view mode For a content-server document or downloaded document displayed in an Xtnd window, select the Properties command from the File menu. For a server document or downloaded document displayed in an Xtnd window, click the Properties button on the Xtnd toolbar. For a server or downloaded document displayed in an Xtnd window, click the right mouse button anywhere in the document display area to display the context menu; next, click Properties on the context menu. Using Document Properties dialog functions The General tab page in the Document Properties dialog enables you to work with the following detailed information about a document: Review name, version, and origination data for all documents Change the title of a document in an Xtnd file cabinet. The title is the identifying label that appears in the document list and in the document window s title bar. Review names of views and/or queries to help you identify a document version or information about which view or query is applied. Note: To change properties for a view (.VEW), chart (.CHT), or query (.QRY), select the item name and then select the Properties button. Xtnd displays the corresponding Properties dialog for the file. The Indexes tab page in the Document Properties dialog enables you to work with index information for a document. Refer to the chapter Applying indexes to documents for more information. Review index properties for a document. Select defined index variables and values, and apply indexes to a document. Remove one or more indexes from a document. Use index variables and values to find a specific page of a document and navigate to it. The Graphics tab page (displayed for graphics documents only) in the Document Properties dialog enables you to set the view mode for a graphics document: Review current mode for viewing a graphics document. Set the view mode to view a document as graphics (as printed) or as text (interpreted view). Set or cancel the option for Xtnd to ask about view mode when opening a document. Because document properties vary according to file type, Xtnd automatically displays the appropriate set of properties for each file type. For example, an external file (other than an ASCII file) does not have a view, query, or index. Consequently, the Document Properties dialog displays only the information applicable with reference to Xtnd: that is, the document name and location. Understanding fields in the General tab page of the Document Properties dialog The General tab page includes the following information about a document in a file cabinet document list: Document name - Each document has one label in Xtnd called a document name, which you can modify. This name is the name selection you specified when the 84 Systemware, Inc.

85 7 Managing and browsing documents document was added to the document list. The document name is one of the following types until you change the name: - Report Name - The document s name is its content-server (Xptr or Xptr DS) folder and file name. - Title - This is the title assigned to the document in its content-server document definition. If the title is missing, the content server uses the document name. - Alternate Name - This is the alternate name assigned to the document in its document definition. If the alternate name is missing, the content server uses the document name. In addition to these identifiers, Xtnd stores the following data in the General tab page. This data is assigned by Xtnd or the content server and is not modifiable through the Document Properties feature in Xtnd. Location - This information indicates that the document resides in a content-server (Xptr or Xptr DS) database or in a folder on the PC or LAN. If the field reads Xptr, the selected document resides on the server. If the field contains a PC or LAN path and file name, the document is a document that resides in the specified drive and folder. Connection - This field indicates the connection profile associated with a document. The following guidelines apply to various document types. - The Connection field is blank in the Document Properties dialog for an external file. - Xtnd document properties include the name of the connection profile used to add the document name to a document list and download the original contentserver document. - Content-server (Xptr or Xptr DS) document properties include the name of the connection profile used to add the document name to a document list. View - A view is a set of instructions that Xtnd applies to reformat a text document. You create the instructions through the commands and options on the Format menu. The View field in the General tab page of the Document Properties dialog will be one of the following to indicate whether or not there is a view applied: - (none) No view is applied. - (default view) Reformatting has been done to change the document s properties but the view is untitled and was not saved as a view (file with VEW extension). - ( view name ) The name of the view (file with VEW extension) is listed here, and the Clear button is active. Refer to the chapter Formatting text documents and creating views for information about creating a view. Query - A query is a set of TQL instructions you create through the commands and options on the Query menu and save in Xtnd. Refer to the chapter Running queries for more information about creating a query. Version - The document s version is either a content-server-assigned version number or the label Latest. Latest indicates that the document version is the most recent version available. This data represents the system-assigned date and time the document version was created. The default title contains the version s creation date, but this field stores the date and time permanently. This field is blank for each server document s latest version because the date and time are unknown until you display or download the document. Xtnd User Manual (July 2006) 85

86 Using document properties and setting view mode What to expect To use the General tab page of the Document Properties dialog successfully, expect the following: The General tab page in the Document Properties dialog displays all known information about a selected document. The origination data varies according to file type. The default name of each Xtnd file cabinet document is the name or title assigned through the content server (Xptr or Xptr DS) and selected in the New dialog. This title, along with other origination data, accompanies the downloaded file. After a document from an external file is displayed, the title is available for change within the associated application, using its features. You can modify all or part of the Document Name field by clicking in the field and entering new text. Changing document names helps you identify them more easily. Other fields supply information only and cannot be modified. When you select Properties for a document view, you can add, remove, or modify formatting and operation options contained in the view. When you select Properties for a document query, you can modify the query name, change the time limit, add or clear a query definition, or verify query information. When you select Properties for a chart, you can add, remove, or modify formatting and operation options contained in the chart. To use the Graphics tab page of the Document Properties dialog successfully, expect the following: The Document Properties dialog includes a Graphics tab page for IBM AFP and Xerox DJDE/metacode graphics documents. (For Xerox documents, the Graphics tab is applicable to Xtnd 2.6 Telnet connections only; Xerox documents are not viewed in text mode with native TCP/IP connections.) You must be successfully connected to the server system to use the Graphics tab page options. Unless you previously set a view mode for a document indicating that you want to be prompted for the appropriate view each time the document is opened, the only way to change the view mode for the document is to use the Graphics tab page of the Document Properties dialog. 86 Systemware, Inc.

87 7 Managing and browsing documents Review document properties or change a title from Open dialog Follow these steps to view document properties for an item in your file cabinet. You can review a document s origination data or change a title. Begin with the Open dialog displayed and the correct file cabinet selected. Follow these steps to add a document or folder to your content-server (Xptr or Xptr DS) favorites list. Step 1. In the Open dialog, select the document and click the Properties button in the upper right corner. Xtnd displays the General tab page of the Document Properties dialog. (In the Open dialog, you can also click the right mouse button to activate the context menu. Next, click Properties on the context menu to display the Document Properties dialog.) Figure 43: Document Properties General tab page Note: The Indexes tab in the Document Properties dialog enables you to apply and remove indexes for content-server (Xptr or Xptr DS) documents. See the chapter Applying indexes to documents for details. If the document is an IBM AFP or Xerox DJDE/metacode graphics document, a Graphics tab also appears in the Document Properties dialog, allowing you to change between graphics and emulated text views. Xtnd User Manual (July 2006) 87

88 Using document properties and setting view mode Step 2. In the Document Name field, you can enter a new name for the document if desired. Xtnd changes the name of the document. Figure 44: Document Properties General tab page showing name change Step 3. In the General tab page, click OK after viewing properties or changing the document name. Xtnd closes the Document Properties dialog, showing the new name if applicable. Figure 45: Open dialog with revised document title displayed 88 Systemware, Inc.

89 7 Managing and browsing documents Review document properties or change name for a displayed document Follow these steps to review origination data or change a title for open content-server (Xptr or Xptr DS) documents that are on the server or have been downloaded to an Xtnd file cabinet. Step 1. Step 2. In the Open dialog, select a document name and click OK. Xtnd displays the document, after connecting to the content server if necessary. The document name appears in the window s title bar. Select the Properties command on the File menu. Xtnd displays the Document Properties tab dialog. The document s default title is selected. The fields contain the relevant details associated with the document in the active window. Figure 46: Document Properties General tab page accessed from displayed document Step 3. In the Document Name field, you can enter a new name for the document and click OK. Xtnd changes the Xtnd name in the title bar of the displayed document, and also changes the name of the document in the file-cabinet document list to the new name. Xtnd User Manual (July 2006) 89

90 Using document properties and setting view mode NEW DOCUMENT NAME Figure 47: Document window NEW DOCUMENT NAME Figure 48: Open dialog 90 Systemware, Inc.

91 7 Managing and browsing documents Select view mode for a graphics document Follow these steps to select graphics or emulated text view mode for a graphics (IBM AFP or Xerox DJDE/metacode) document. (For Xerox documents, the Graphics tab is applicable to Xtnd 2.6 Telnet connections only; Xerox documents are not viewed in text mode with native TCP/IP connections.) Step 1. Select the Graphics tab page in the Document Properties dialog. Xtnd displays the Graphics tab page for the current document. Figure 49: Document Properties Graphics tab page Step 2. Step 3. Select the radio button for the view mode you want. Xtnd sets the view-mode option that will be used the next time you open the document. (Use the check box to indicate whether or not you want to be prompted to select a view mode each time you open a graphics document.) Click OK. Xtnd sets the view mode that will be used the next time you open the document. Xtnd User Manual (July 2006) 91

92 Opening a server-based document Opening a server-based document This section describes the steps for opening a content-server (Xptr or Xptr DS) text or graphics (IBM AFP or Xerox DJDE/metacode) document available on the server computer. This includes graphics documents opened with the text viewing option. Note: Differences in the way Xtnd supports IBM AFP and Xerox DJDE/metacode graphics documents are noted throughout this section. IBM AFP and Xerox DJDE/metacode graphics documents consist of two files: Resources file - contains all formatting resources (fonts, graphics, etc.) necessary to display and print the document, or parts of the document, in complete graphics form. The file extension for this file is RES. (Resource files are applicable to Xerox DJDE/metacode documents when opened with a Telnet connection in Xtnd 2.6; resource files are not needed for Xerox documents opened with a native TCP/IP connection.) Data file - contains the text of the document and its formatting commands. What to expect To complete this process successfully, expect the following: The preferred server connection must be set up. The document must be available for viewing through content-server (Xptr or Xptr DS) facilities. If indexes are applied, only those applicable pages are displayed. 92 Systemware, Inc.

93 7 Managing and browsing documents Open a content-server text document Follow these steps to open and display a server-based text document. This includes graphics documents opened in text mode. Step 1. Select Open on the File menu and select the name of the document to view. Server documents appear with a workstation-monitor icon beside the document name. (A green icon indicates that the document is text-based. IBM AFP graphics documents have a blue icon, and Xerox DJDE/metacode graphics documents have a red icon. The following figure shows a contentserver (Xptr or Xptr DS) document selected.) Figure 50: Open dialog with text document selected Step 2. Click OK. Xtnd connects to a content-server (Xptr or Xptr DS) database. To connect, Xtnd logs on if necessary (when this is the first time in this session that you are connecting, when you have previously logged off this connection via the File menu Logoff command, or when you choose a different connection profile). Xtnd User Manual (July 2006) 93

94 Opening a server-based document If you used the context menu in the Open dialog to request a list of document versions before opening a document, Xtnd displays the Versions dialog so that you can select a document. (If not, this dialog is not displayed.) Figure 51: Xtnd Versions tab page of New dialog Note: If the list of versions is very long, Xtnd displays 200 versions at a time. Use the Previous and Next buttons to view additional groups of 200 versions. Step 3. If you requested a list of document versions in the Open dialog, select the version you want from the Versions dialog and click OK. The document is opened in its own window. 94 Systemware, Inc.

95 7 Managing and browsing documents Figure 52: Text document opened in Xtnd Xtnd User Manual (July 2006) 95

96 Opening a server-based document Open a content-server graphics document Follow these steps to open and display a content-server (Xptr or Xptr DS) graphics document formatted for IBM AFP or Xerox DJDE/metacode. Note: You can only browse one Xerox document at a time. Step 1. Step 2. Select Open on the File menu. The Open dialog appears, showing documents with a display or workstationmonitor icon beside each server document name. A blue icon indicates that the document is an IBM AFP document. Xerox DJDE/metacode documents have a red icon.) Select the name of the document to view. This figure shows the graphics document (IBM AFP) selected, along with the context menu that displays when you right-click the name of the document: Figure 53: Open dialog with context menu example Step 3. Click OK (or click Open on the context menu). The View Mode dialog may be displayed depending on type of document and settings in the Document Properties dialog. If so, select graphics or text mode to indicate how you want to display the document. Figure 54: View Mode dialog Step 4. Click OK. Xtnd connects to the content-server (Xptr or Xptr DS) database, logging on if necessary. If you used the context menu in the Open dialog to request a list of document versions before opening a document, Xtnd displays the Versions dialog tab page before getting resources and data to open the document. (If not, this dialog is not displayed.) 96 Systemware, Inc.

97 7 Managing and browsing documents Step 5. If you requested a list of document versions in the Open dialog, select the version you want from the Versions tab page and click Open. Xtnd begins the open process. To display a document in graphics form, Xtnd must have access to the document resources as well as the document data. The first time you open a graphics document version, Xtnd compares the resources to what is stored in the resources file in the Xtnd resource folder that was created at Xtnd installation time. Xtnd keeps a catalog in this folder containing resources information about each document version that you open in Xtnd. In this way, Xtnd can open a graphics document without having to download the resources each time. Note: When graphics document resources are downloaded, you may see a getting resources message during the process. A message box shows the status indicating when Xtnd is retrieving the document data ( Getting document resources ). Step 6. Wait for any progress message boxes to close. The document appears in its own window. If you use a Telnet connection, and selected graphics view mode, the graphics view is displayed. Figure 55: Document window (graphics display) If you selected text view mode, the interpreted view is displayed. Xtnd User Manual (July 2006) 97

98 Downloading a server document Downloading a server document This section describes the steps to download a displayed server-based document to the current Xtnd file cabinet. What to expect To complete this process successfully, expect the following: From the Look in field of the Open dialog box, you must select the file cabinet to which you want to download the server document. The document must be displayed in an Xtnd window. The document must be available for viewing through a content-server (Xptr or Xptr DS) database. 98 Systemware, Inc.

99 7 Managing and browsing documents Download a document Downloading a document to your file cabinet is a simple process you can complete after opening a content-server (Xptr or Xptr DS) document. Step 1. Beginning with an open document, select File on the main menu. The File pull-down menu is displayed (this figure illustrates the File menu Xtnd displays after a document is opened). Figure 56: File pull-down menu Step 2. Step 3. Select the Download command. Xtnd displays a message box that shows the progress of the download. Wait for the Download message box to close. Xtnd completes the download request automatically and displays a confirmation message. Click OK to close the message box. Xtnd User Manual (July 2006) 99

100 Using Find commands Using Find commands Find commands are located on the Edit menu of a displayed document. FIND COMMANDS (IBM AFP) FIND COMMANDS (TEXT) FIND BUTTONS Figure 57: Find commands and buttons This section describes features in Xtnd allowing you to find the following information: - Find data, in the form of a character string. - Find a page group for an indexed IBM AFP graphics document that contains previously-defined attributes. Find commands are available for IBM AFP graphics document views but not for Xerox DJDE/metacode graphics views. The search technique for IBM AFP graphics views is somewhat different from that for text documents and interpreted text views for graphics documents. Find commands for graphics documents locate data at the page level, not at the line level like text searches, and highlight all occurrences of the found character string on the page. A separate set of search instructions for graphics document views appears later in this section. The Find command is also available on the context menu. To open the context menu, select a text or AFP graphics document view and right-click on the highlighted area. CONTEXT MENU (TEXT) CONTEXT MENU (IBM AFP GRAPHICS) Figure 58: Context menu for displayed document 100 Systemware, Inc.

101 7 Managing and browsing documents What to expect To complete these processes successfully, expect the following: Xtnd saves the character string entered in the Find dialog until you close the document associated with the Find string. While the document is still open, the Find dialog displays the string entered for the previous search. You can find data with or without views applied. However, the Find feature locates only a character string visible in the selected view. Suppressed text is excluded from the Find process. Find commands are not available for Xerox DJDE/metacode graphics document views. The Find process stops as soon as an occurrence is located and highlighted. To continue the search, select one of the following choices: - The Find Next command on the Edit menu. - The Find Next button on the toolbar. - The Find Previous command on the Edit menu (available for text documents only) - The Find Previous button on the toolbar (available for text documents only) For text documents, you can also open the Find dialog box by using the Find command on the context menu (right-click the mouse in the displayed document window). Find commands for IBM AFP graphics documents are: - Find - locate first page with occurrences of a character string specified in the Find dialog box. - Find Next - locate next page with occurrences of the character string. - Undo Find - clear any highlighted selections from a previous Find command. Use this command before entering criteria for the next search. There is no Find Previous command for graphics document views. For IBM AFP graphics documents, you can also use the Find command on the context menu when you select an area of the document (the information you want to find) and click the right mouse button. Xtnd User Manual (July 2006) 101

102 Using Find commands Use Find, Find Next, and Find Previous commands for text documents This search technique applies to text-based documents and IBM AFP or Xerox DJDE/metacode text (interpreted) views. Refer to instructions later in this section for IBM AFP graphics views. (Find commands are not available for Xerox DJDE/metacode graphics views.) Begin with an open document and follow these steps to find the first, subsequent, and previous occurrences of a character string. Step 1. Select Find on the Edit menu. The Find dialog is opened. Figure 59: Find dialog for text document The Find dialog provides two choices for starting a search: Current page - Starting a search on the current page ignores previous pages. Beginning or end of the document - Starting a search at the beginning or end of the document includes all pages in the search. Step 2. Enter a character string to find. The character string is shown in the Find field. Figure 60: Find dialog showing character string 102 Systemware, Inc.

103 7 Managing and browsing documents Step 3. Click Find Next. Starting from the specified location, Xtnd finds the first occurrence of the search string. Figure 61: Document window (first occurrence of found text) Step 4. Step 5. Click the Find Next button on the toolbar. Xtnd finds the next occurrence of the search string. Click the Find Previous button on the toolbar. Xtnd finds and highlights the previous occurrence of the search string. Note: If an indexed document view is displayed, the search applies only to the indexed pages of the document. Xtnd User Manual (July 2006) 103

104 Using Find commands Use Find and Find Next commands for IBM AFP documents This search technique applies to IBM AFP graphics views only. Find commands are not available for Xerox DJDE/metacode graphics views. Refer to instructions earlier in this section for searching text-based documents and IBM AFP or Xerox DJDE/metacode text (interpreted) views. Begin with an open document and follow these steps to find the first and subsequent occurrences of a character string. Step 1. Step 2. Select Find on the Edit menu. Enter a character string to find. The Find dialog is opened. The Find dialog provides two choices for starting a search: Current page - Starting a search on the current page ignores previous pages. Beginning of the document - Starting a search at the beginning of the document includes all pages in the search. Enter a character string, select the appropriate search starting point, and click Find. Xtnd finds the first occurrence of the search string and highlights all occurrences of the string found on the current page. If an indexed document view is displayed, the search applies only to the indexed pages of the document. Figure 62: Search string highlighted Step 3. Click the Find Next button on the toolbar. Xtnd highlights all occurrences of the string on the next page on which the string occurs. Note: Use the Undo Find command on the Edit menu to clear all highlighted text and begin a new search. 104 Systemware, Inc.

105 7 Managing and browsing documents Using Copy commands Copy commands are located on the Edit menu of a displayed document. COPY COMMANDS (IBM AFP) COPY COMMAND (TEXT) COPY BUTTON Figure 63: Copy commands This section describes features in Xtnd to... Copy selected area of a text document view to the Clipboard. Copy selected area of an IBM AFP graphics document to the Clipboard as text. Copy selected area of an IBM AFP graphics document to the Clipboard as a bitmap image. Copy commands are available for IBM AFP graphics document views but not for Xerox DJDE/metacode graphics views. The Copy command enables you to copy selected text to the Clipboard. You can copy only what can be selected in the current view. In addition, the Edit menu for a displayed IBM AFP graphics document includes a Copy Image command to copy the selected area to the Clipboard as a bitmap. From the Clipboard, you can paste the text or image data into a different application. After copying the selected data to the Clipboard, you can open an application and, using the application s Paste command, copy the text into the application s document window. The Copy command is available in these ways: The Edit menu contains a Copy command as a choice. The Copy command is available through a keyboard shortcut Ctrl+C. The Copy command executes when you click the Copy button on the toolbar. When an area of a text or an IBM AFP graphics document is selected, the Copy command is available on the context menu. The Copy Image command is available on the Edit menu for an IBM AFP graphics document. Xtnd User Manual (July 2006) 105

106 Using Copy commands To copy data, select an area of text on the document. To select an area, place the mouse cursor in the upper-left corner of the area and drag the mouse pointer diagonally downward and to right. A rectangle appears on the screen to show the boundaries of the selected area. When the boundaries are in the correct place, release the left mouse button. The rectangle drawn with this method remains visible. Using the Copy (or Copy Image command if applicable), complete the copy operation. What to expect To complete these processes successfully, expect the following: Characters copied to and pasted from the Clipboard assume the formatting characteristics (default font, etc.) of the destination application s settings. Copy commands are not available for Xerox DJDE/metacode graphics document views because you cannot select or mark data. 106 Systemware, Inc.

107 7 Managing and browsing documents Copy selected document area to the Clipboard Follow these steps to select and copy an area of a displayed document to the Clipboard. For an IBM AFP document, in addition to the Copy command, you can use the Copy Image command to copy the selected area of a document to the Clipboard as a bitmap image. Step 1. Step 2. Using the mouse pointer, select an area of the document to copy. (To select an area, place the mouse cursor in the upper-left corner of the area and drag the mouse pointer diagonally downward and to the right. A rectangle appears on the screen to show the boundaries of the selected area. When the boundaries are in the correct place, release the left mouse button. The rectangle drawn with this method remains visible.) Xtnd draws a box around the area to indicate that the data within the box is selected. Select Edit on the main menu. The Edit pull-down menu displays. The Copy command is available on the context menu for text documents and for IBM AFP graphics documents. You can select a character string and click the right mouse button to activate the context menu. Next, select Copy on the context menu to copy the selected area to the Clipboard. Figure 64: Edit menu Step 3. Select the Copy command. Xtnd copies the selected area to the Windows Clipboard for use in another application, such as a word processing document or a spreadsheet. (For an IBM AFP graphics document, use the Copy Image command on the Edit menu when you want to copy the area to another application as a bitmap image instead of text.) Xtnd User Manual (July 2006) 107

108 Using page navigation commands Using page navigation commands Page navigation commands are located on the Edit menu of a displayed document. The Go To Page dialog enables you to specify a page number and change the display to view that page. PAGE NAVIGATION COMMANDS (IBM AFP GRAPHICS DOCUMENTS) GO TO PAGE COMMAND (TEXT DOCUMENTS) PAGE NAVIGATION COMMANDS (XEROX DJDE/METACODE GRAPHICS DOCUMENTS) Figure 65: Page navigation commands The Go to page button on the toolbar can also be used to open the Go To Page dialog box. Additional page navigation buttons make it easy to move backward and forward within a document. For text and IBM AFP documents, you can use navigation buttons in the lower right area of the Xtnd window to go to the first, previous, next, or last page. Graphics document views have navigation buttons on the toolbar to go to the first, last, previous, and next pages. GO TO PAGE BUTTON: PAGE NAVIGATION BUTTONS IN XTND WINDOW (TEXT, AFP DOCUMENTS): ADDITIONAL TOOLBAR PAGE NAVIGATION BUTTONS (GRAPHICS DOCUMENTS): Figure 66: Page navigation buttons You can display the Go To Page dialog in one of the following ways: Select the Go To Page command from the Edit menu. Press Ctrl+G on the keyboard. Select the Go to page button on the toolbar. The Go To Page command is also available in the Index Properties dialog box when a document is displayed in text mode. This allows you to select a value for an index variable and go directly to the first page of the document that contains that value. This is 108 Systemware, Inc.

109 7 Managing and browsing documents useful when you are looking at the entire document, rather than an indexed version, but want to quickly locate an area of the document that contains a particular value for an index variable. For graphics documents, Xtnd offers the following additional commands on the Edit menu and on the toolbar. These commands operate without further user input: Edit>First Page (Ctrl+Home) displays the first page of the graphics document. Edit>Previous Page (F7) displays the previous page of a graphics document. Edit>Next Page (F8) displays the next page of the graphics document. Edit>Last Page (Ctrl+End) displays the last page of the graphics document. What to expect To complete these processes successfully, expect the following: When Xtnd applies an index or a view to a document version, it renumbers the pages. This renumbering is unique to Xtnd; the content server (Xptr or Xptr DS) does not renumber pages when an index or view is applied. In addition to the Go To Page command, First Page, Next Page, and Last Page commands are available on the Edit menu and on the toolbar for graphics document views. In addition, a Previous Page command is also available for IBM AFP graphics documents. For text documents, you can use the navigation buttons in the lower right area of the Xtnd document window to go to the first, previous, next, or last page. For Xerox DJDE/metacode documents, navigation commands are applicable for a Telnet connection in Xtnd 2.6 only. Xerox documents are converted and displayed as PDF documents when using a direct or native TCP/IP connection; navigation functions are provided with Adobe Reader. Xtnd User Manual (July 2006) 109

110 Using page navigation commands Use the Go To Page command Follow these steps to display a specific page. In addition to the Go To Page command, for graphics documents you can use the navigation buttons on the Edit menu and on the toolbar to go to the first, previous, next, or last page. For text documents, you can use the navigation buttons in the lower right area of the Xtnd document window to go to the first, previous, next, or last page. Step 1. Step 2. Select Go To Page on the Edit menu. The Go To Page dialog displays. Enter a page number in the Go to page field and click the OK button. Xtnd displays the specified page. Figure 67: Document window showing results of Go To Page command For text and AFP documents, use the navigation buttons in the lower right area of the Xtnd window to go to first, previous, next, and last pages. For graphics documents, you can also use the navigation buttons on the toolbar. 110 Systemware, Inc.

111 7 Managing and browsing documents Use index variable values to navigate to a document page The Go To Page command is available in the Index Properties dialog box when a document is displayed in text mode. This allows you to select a value for an index variable and go directly to the first page of the document that contains that value. This is useful when you are looking at the entire document, rather than an indexed version, but want to quickly locate an area of the document that contains a particular value for an index variable. Follow these steps to display a specific page using values for index variables. Step 1. Open the document. The document is displayed in the current Xtnd window. Figure 68: Document window showing document with no indexes applied Step 2. In the document window, select New Index on the File menu or click the New Index button on the toolbar. The Index Properties dialog is displayed with the Go to page radio button active. Xtnd User Manual (July 2006) 111

112 Using page navigation commands Figure 69: Index properties dialog with Go to page radio button active Step 3. Step 4. Select an index variable and click the Value field to display values for that variable. Select a value and click the Go to page radio button. The Index tab page shows the selected information. Click OK. Xtnd takes you to the first page on which the selected index variable value occurs. Figure 70: Text document page with requested index variable value (This document example shows page 9, containing the first occurrence of the value BZX84-C27 for index variable part number (PARTNO$).) 112 Systemware, Inc.

113 7 Managing and browsing documents Opening an external document This section describes the steps for opening a PC application document. With the appropriate configuration and software, you can select a document and Xtnd automatically launches the document s associated application, which then displays the document. Xtnd can view external ASCII text documents internally. The external ASCII file name can have any extension. The number of documents you can open is limited only by the PC s configuration and memory. In addition, the application s features are available to you for viewing, searching, and reformatting the document without closing Xtnd. What to expect To complete this process successfully, expect the following: You must have installed the application in which the selected document was created. Your Windows configuration must allow the application to be launched. After selecting the document, Xtnd launches the application and displays the document in its own application window. Each time you select an external document, Xtnd launches a new session of the application. Xtnd s formatting and navigating features do not function in the application window. Use the application s features to reformat or navigate through a document. Xtnd User Manual (July 2006) 113

114 Opening an external document Open an external document To open an external document, add the document name to a document list in a file cabinet. Next, follow these steps to open it from the document list. Step 1. Select Open on the File menu. The Open dialog is displayed. (The Open dialog pictured here shows MyFileCabinet and document list to which a PDF document has been added.) Figure 71: Open dialog showing document list Step 2. Select the external document to view, and click OK. Xtnd launches the application associated with the document and opens the file. 114 Systemware, Inc.

115 7 Managing and browsing documents This PDF file was associated with the Adobe Reader application in Windows. Xtnd, therefore, launched Adobe Reader and automatically displayed the selected document. Figure 72: External file displayed in its application window Xtnd User Manual (July 2006) 115

116 Opening an external document 116 Systemware, Inc.

117 8 Applying indexes to documents Indexing is a process that allows you to narrow the scope of information that is displayed in a document by selecting specific document variables for which matching lines should be displayed. For example, if you open a report detailing stock quantities currently available, you might be interested only in a specific brand. Indexing allows you to display only the rows of the document pertaining to that brand. This chapter contains instructions for viewing, selecting, and applying index properties to a document. With Xtnd, you can display indexed portions of documents that were indexed on a content server or in an external facility. Content server (Xptr or Xptr DS) Indexed views for text documents are based on index variables and values set up within the content-server database. External facility Indexing can be applied for IBM AFP or Xerox DJDE/metacode graphics documents through a facility external to the content server. The Indexes tab page of the Document Properties dialog is available only for contentserver (Xptr or Xptr DS) documents and Xtnd downloaded documents. You can access the Document Properties dialog from the document list in the Open dialog or from a displayed document. The Indexes tab page in the Document Properties dialog enables you to work with index information for a document: Review index properties for a document. Select defined index variables and values, and apply indexes to a document. Remove one or more indexes from a document. Use index variables and values to find a specific page of a document and navigate to it. Xtnd User Manual (July 2006) 117

118 Applying indexes to a text document Applying indexes to a text document This section describes steps for applying and removing indexes when working with content server (Xptr or Xptr DS) text documents. For documents that have had indexes set up within Xptr, you can use the Xtnd Indexes tab page in the Document Properties dialog to select index variables and values and apply them. Xtnd displays the indexed document until you clear them in the Document Properties dialog. The Indexes tab page enables you to display an Xptr server document and complete the following tasks: Apply one or more indexes using index variables Specify a value for an index variable Remove or clear one or more applied indexes What to expect To complete this process successfully, expect the following: You must be familiar with indexes, index variables, and appropriate values for each variable. The server connection must test successfully before a document will open or download with an index applied. An archived document s name can appear on the document list, even though the document is unavailable. To use the index feature in Xtnd, you must restore an archived document through Xptr. If you select and set multiple variables, enter an individual value for each variable. Xtnd stores the correct value for each variable. 118 Systemware, Inc.

119 8 Applying indexes to documents Apply indexes to a text document Follow these steps to select and apply an index variable and value to a text document. Begin by (a)... Selecting a server document from a document list in a file cabinet (Open dialog) Displaying the Document Properties tab dialog by clicking the Properties button on the toolbar or by selecting Properties on the context menu (right-click the mouse button) Selecting the Indexes tab or (b)... Displaying a document version Selecting File>Properties, clicking the Properties button on the toolbar, or selecting Properties on the context menu (right-click the mouse button) Selecting the Indexes tab or (c)... Displaying a document version Selecting File>New Index or clicking the New Index button on the toolbar Going directly to the Index Properties dialog Step 1. In the Document Properties dialog, select Indexes. Xtnd displays the Indexes tab page. (Note: You must be connected to a content server (Xptr or Xptr DS) to work with indexes. If you are not logged on to a content server, the Add, Remove, and Properties buttons will not be active; you will see a Connect button instead. Use the Connect button to connect. Xtnd will log on to the content server if necessary.} Xtnd User Manual (July 2006) 119

120 Applying indexes to a text document Figure 73: Indexes tab page Step 2. To select and apply index variables and values, click the Add button. Xtnd displays the Index Properties tab dialog. Figure 74: Index Properties tab dialog Note: To add an index for a displayed document, click the New Index button on the toolbar to access the Index Properties dialog directly. When you access the Index Properties dialog via the New Index command or button in a displayed text document, the Go to page radio button is active (the Go to page button is not active when you access the Index Properties dialog via the Indexes tab of the Document Properties dialog). 120 Systemware, Inc.

121 8 Applying indexes to documents Step 3. Select a variable from the drop-down list and click the down arrow to display associated values for that variable. Next, select a value for that variable from the drop-down list. Xtnd displays the values from which you can select the one you want. Figure 75: Selected variable and value in Index Properties dialog Step 4. Step 5. Select one of the radio button options for adding an index. The radio-set buttons provide the following options for applying an index: Clear existing indexes and apply Clear any Xtnd indexes so that all pages of the document and all variables are used for selection to create a new index. Add to existing indexes Use existing applied indexes. With this selection, only those pages of the document and variables for existing indexes are available for selection to add to any existing indexes. The Indexes tab of the Document Properties dialog will show all selected variables and associated values in the list box. In addition, the Index Properties tab dialog has a Go to page radio button. This page navigation feature is active for text document views. When index variables and values have been defined, the Go to page radio button allows you to select a value for an index variable and go directly to the first page of the document that contains that value. This option provides quick access to an area of a document. No index is applied to the document. Refer to the chapter Managing and browsing documents for details. Click the OK button. Xtnd closes the drop-down list and displays the selected variable and value in the Document Properties Indexes tab page. Xtnd User Manual (July 2006) 121

122 Applying indexes to a text document Figure 76: Indexes tab page Step 6. Click OK. Open the document. Xtnd and the content server (Xptr or Xptr DS) apply the indexes. Xtnd displays the indexed document in the current document window. Figure 77: Document index results 122 Systemware, Inc.

123 8 Applying indexes to documents Remove indexes from a text document Follow these steps to clear indexes from a document. Begin by opening the Document Properties tab dialog from the Open dialog or from a displayed document. Step 1. Select the Indexes tab page in the Document Properties dialog. Xtnd displays the indexes for the current document. Figure 78: Document Properties Indexes tab page Step 2. Select the index you want to delete and click the Remove button. Xtnd displays a confirmation message. Note: To remove all indexes for a displayed document, click the Remove Indexes button on the toolbar. Xtnd removes all applied indexes and displays the entire document again. The Document Properties dialog is not displayed when you use the Remove Indexes button. Xtnd User Manual (July 2006) 123

124 Applying indexes to a text document Step 3. Click Yes and then click OK. The index is removed and the document is displayed without the index (if it is already open). If you remove all indexes, Xtnd displays the document in its original form. Figure 79: Document with all indexes removed 124 Systemware, Inc.

125 8 Applying indexes to documents Applying indexes to a graphics document This section describes steps for applying and clearing indexes for graphics (IBM AFP or Xerox DJDE/metacode) documents. Note: This section uses IBM AFP documents in examples. There will be differences for your IBM AFP and Xerox DJDE/metacode documents because indexing methods are external to the content server (Xptr). Indexing for an IBM AFP graphics document that you access may have been applied before the IBM AFP document was placed in the content-server database, which means that the document form is independent of content-server indexing. Xtnd can access these document, however. This section describes the Xtnd application of an IBM AFP index available in a typical document. The form of the index windows may be somewhat different in other graphics documents. IBM AFP and Xerox DJDE/metacode indexing facilities are distinct from content-server indexing. The procedures shown in this section only give examples of what you might find. Indexing in your documents may be customized and may differ considerably from what is shown here. The Indexes tab page enables you to display a content-server (Xptr or Xptr DS) document and complete the following tasks: Apply one or more indexes using index variables Specify a value for an index variable Remove or clear one or more applied indexes What to expect To complete this process successfully, expect the following: You must be familiar with indexes, index variables, and appropriate values for each variable. The server connection must test successfully before a document will open or download with an index applied. An archived document s name can appear on the document list, even though the document is unavailable. To use the index feature in Xtnd, you must restore an archived document through the content server. If you select and set multiple variables, enter an individual value for each variable. Xtnd stores the correct value for each variable. If you apply a line-level index value to a graphics document view, the entire page of a graphics view containing the value is displayed. Xtnd User Manual (July 2006) 125

126 Applying indexes to a graphics document Apply indexes to a graphics document Follow these steps to select and apply an index variable and value to a graphics document. Begin by (a)... Selecting a server document from a document list in a file cabinet (Open dialog) Displaying the Document Properties tab dialog by clicking the Properties button on the toolbar or by selecting Properties on the context menu (right-click the mouse button) Selecting the Indexes tab or (b)... Displaying a document version Selecting File>Properties, clicking the Properties button on the toolbar, or selecting Properties on the context menu (right-click the mouse button) Selecting the Indexes tab or (c)... Displaying a document version Selecting File>New Index or clicking the New Index button on the toolbar Going directly to the Index Properties dialog Step 1. In the Document Properties tab dialog, select Indexes. Xtnd displays the Indexes tab. (Note: The Connect button does not appear if you are already connected to the server through the proper connection. The Connect button allows you to select and apply indexes before opening a document. This is useful to limit the amount of data that must be transferred when viewing a graphics document.) 126 Systemware, Inc.

127 8 Applying indexes to documents Figure 80: Indexes tab page Step 2. Step 3. To select and apply index variables and values, click the Add button. Xtnd displays the Index Properties tab dialog. (To add an index for a displayed document, click the New Index button on the toolbar to access the Index Properties dialog directly.) Select a variable from the drop-down list and click the down arrow to display associated values for that variable. Next, select a value for that variable from the drop-down list. Xtnd displays the values from which you can select the one you want. (To scroll to the variable or value you want in a long list, type the beginning characters of the item. Xtnd takes you directly to that area of the list.) Figure 81: Index Properties tab dialog Xtnd User Manual (July 2006) 127

128 Applying indexes to a graphics document Step 4. Step 5. Select one of the radio button options for adding an index. The radio buttons provide the following options for applying an index: Clear existing indexes and apply - Clear any Xtnd indexes so that all pages of the document and all variables are used for selection to create a new index. Add to existing indexes - Use existing applied indexes. With this selection, only those pages of the document and variables for existing indexes are available for selection to add to any existing indexes. The Indexes tab of the Document Properties dialog will show all selected variables and associated values in the list box. In addition, the Index Properties tab dialog has a Go to page radio button. This page navigation feature is active for documents displayed in text mode. When index variables and values have been defined, the Go to page radio button allows you to select a value for an index variable and go directly to the first page of the document that contains that value. This option provides quick access to an area of a document. No index is applied to the document. Refer to the chapter Managing and browsing documents for details. Click the OK button. Xtnd closes the drop-down list and displays the selected variable and value in the Document Properties Indexes tab page. Figure 82: Indexes tab page Step 6. Click the OK button. Next, Xtnd and the content server (Xptr or Xptr DS) apply the indexes. Xtnd displays the indexed graphics document in the current document window. 128 Systemware, Inc.

129 8 Applying indexes to documents Clear indexes from a graphics document Follow these steps to clear indexes from a graphics (IBM AFP or DJDE/metacode) document. Begin by opening the Document Properties tab dialog from the Open dialog or from a displayed document. Step 1. Select the Indexes tab page in the Document Properties tab dialog. Xtnd displays the indexes for the current document. Figure 83: Document Properties Indexes tab page Step 2. Step 3. Select the index you want to delete and click the Remove button. Xtnd displays a confirmation message. (Click No to stop the process.) To remove all indexes for a displayed document, click the Remove Indexes button on the toolbar. Xtnd removes all applied indexes and displays the entire document again. (The Document Properties dialog is not displayed when you use the Remove Indexes button.) Click Yes and then click OK. The index is removed and the document is displayed without the index (if it is already open). If you remove all indexes, the document is displayed in its original form. Xtnd User Manual (July 2006) 129

130 Applying indexes to a graphics document 130 Systemware, Inc.

131 9 Using global indexing Global indexing searches all folders in the content-server (Xptr or Xptr DS) database for which you have security authorization and locates documents containing a specific variable and value. After you identify a global index group, variable, value (and an optional date range and document name mask), you can generate a list of documents containing the criteria. Documents that have been grouped and defined by a system administrator are available for viewing through global indexing. Global indexing uses variables and associated values, defined with a special global attribute, to locate documents in any content-server folder. The global index list is defined to provide an easy way to locate documents by a category name that is meaningful to your business. For example, an insurance company might create a global index list with all policy documents displayed under the name POLICY, claims reports under CLAIMS, sales reports under SALES, and so on. What to expect To complete this process successfully, expect the following: You can open a document without adding it to a file cabinet. However, if you anticipate using the document for future work, use the Add button to add it to the current document list. The Show radio buttons (Name, Title, and Alternate Name) control the way document names are displayed in the Reports list box in the New dialog. Choosing Name gives you the actual file name. Title and Alternate Name are names assigned by a system administrator. Title shows a longer document title (including spaces), and Alternate Name, if present, is a shorter name for the document. If Title or Alternate Name is not assigned by an administrator, the document name (Name) is substituted and displayed for these options. The Global tab page enables you to use content-server (Xptr or Xptr DS) global indexing capabilities to generate a list of documents containing a specific variable and value. You can also request a list by date range or limit the list to documents with specific characters in the document name. When global indexing has been set up by an administrator, you can search for documents across the entire content-server database, regardless of which folder contains the document. You can use the Queue button to add a document to a work queue. Xtnd User Manual (July 2006) 131

132 Using global indexing Perform a global indexing search Follow these steps to locate all documents in the content-server (Xptr or Xptr DS) database with the specified global indexing search criteria. Step 1. Step 2. From the Open dialog, choose a file cabinet and click the New Xptr Document button. Xtnd displays the New dialog. Click the Global tab. Xtnd displays the Global tab page. Figure 84: New dialog, Global tab Step 3. Step 4. Step 5. Step 6. Select a group from the Group list box. When you click the list box, Xtnd displays a list of available groups from which to select. Xtnd displays the group name in the list box after selection. Select a variable from the Variable list box. When you click the list box, Xtnd displays a list of variables from which to select, based on document content. Xtnd displays the variable in the list box after selection. Select a value from the Value list box. When you click the list box, Xtnd displays a list of values from which to select, based on the group and variable selections. Xtnd displays the value in the list box after selection. Click Show Reports. Xtnd displays a list of documents containing the specified value. 132 Systemware, Inc.

133 9 Using global indexing Figure 85: List of global index documents You can sort the results by name or by date. Use the From date and To date fields to display documents with specified values for a date range. Use the Report name mask field to list only documents with the specified mask characters in the document name. Search parameters are not retained when the Close button is used to exit the New dialog. The parameter values that were in effect when the dialog was opened remain so the next time the New dialog is opened. However, when you exit the dialog using the Open button, the values are saved as the new settings. Xtnd User Manual (July 2006) 133

134 Using global indexing Add a document to a file cabinet from a global index list Follow these steps to add the name of a server document from a global index list to the current document list. Step 1. Step 2. After performing a global search, select a document from the resulting list and click the Add button. Xtnd adds the selected document name to the document list. Click Close. Xtnd closes the New dialog. The new document name appears in the document list of the current file cabinet the next time you display the Open dialog. The index icon is shown for the document because global indexing was used to locate the document on the server. 134 Systemware, Inc.

135 10 Setting print options, printing documents Xtnd allows you to print all or portions of a document. The process of printing a document is similar to print processes in other Windows applications. Set up printing preferences, such as font page orientation, then submit a print request specifying such details as page range and the number of copies to print. Xtnd prints to any network or local printer available and set up through Windows, or to server printers. This chapter addresses the following topics. Using the Print tab page in the Options dialog to set font options for Xtnd print requests. With the Print tab page in the Options dialog accessed from the View menu, you can: - Select a specific font size for printing. - Scale the font automatically to fit the page size specified in Print Setup. - Scale the font to fill a specific lines-per-page and columns-per-page format. Changing printer settings in the Print Setup dialog and accessing the Windows print options dialog box The Print Setup dialog box allows you to complete the following tasks: - Select a printer - Select page orientation for the printout - Select the size of the paper - Select the paper source Print Setup also furnishes access to a standard Windows dialog box featuring additional options such as graphics and device options. Printing text and graphics documents, including submitting printing requests to server printers for both text and graphics documents in the content-server (Xptr or Xptr DS) database The Print dialog box for your local or network printer allows you to complete the following tasks: - Select a range of pages to print - Specify the number of copies to print - Specify copy collating in the printout The Print to Server dialog box allows you to complete the following tasks: - Print a text or graphics server document to a server printer from Xtnd using a content-server print driver - Select a content-server (Xptr or Xptr DS) print driver - Specify a range of pages to print - Specify banner page name and identification - Change Print Server Option parameters Xtnd User Manual (July 2006) 135

136 Setting print options, printing documents Note: Depending on the type of content server connection you use, Xtnd supports Xerox DJDE/metacode graphics documents differently. If you use a direct or native TCP/IP connection, DJDE/metacode documents are displayed in PDF format in your default PDF viewing application. If you use a Telnet TN3270 (TCP/IP) connection (Xtnd version 2.6 only), DJDE/metacode documents are displayed within the Xtnd interface. Therefore, references to printing DJDE/metacode documents from within the Xtnd interface are only applicable if you use a Telnet connection to a content server. 136 Systemware, Inc.

137 10 Setting print options, printing documents Setting print font and scaling options Xtnd provides options for handling fonts in a printed document. Typically, the font used in the printed document is the same as the screen font selected through the General tab page in the Options dialog accessed from the View menu. However, the Print tab page in the Options dialog enables you to select a different font size without altering the screen font. Xtnd provides three ways to scale fonts so that the printed document will fit on a page. If you know that the document will fit on the selected paper, you can select the option to do no scaling. However, Xtnd will automatically scale the font to fit the page size you have selected in Print Setup or scale the font to a specified size. These settings affect each Xtnd or content-server (Xptr or Xptr DS) document that you print. The Print tab page is available through the Options dialog box. You can set font scaling preferences at any time by completing the following steps: 1. Display the View menu, 2. Select the Options command, 3. Select the Print tab page, and 4. Select the preferred font size. For IBM AFP documents, you can scale and rotate the printed pages. You can also automatically scale the printed image to fit the printer s available print area. Changes to options take place immediately after you make changes and click OK to close the Print tab page. What to expect To complete this process successfully, expect the following: Font availability varies from one installation to another. Your choices for scaling fonts and selecting font sizes depends on the fonts available through Windows. A font large enough to view easily in a window may create a document format too large to fit on a page. In this instance, Xtnd cannot print an entire, single-page area of text. Print options help to solve this problem by enabling you to select a smaller font for the printout, either automatically or manually. Xtnd User Manual (July 2006) 137

138 Setting print font and scaling options Set printing options for text and AFP documents Use the following steps to set font and scaling printing options in the Print tab page in the Options dialog accessed from the View menu. The font selected in the Font dialog accessed from the General tab page in the Options dialog is used to set the default font and size for displaying a document. You can print the document using this same font size, or you can override the font size to scale the font to fit better on the printed document page if necessary. For IBM AFP documents, you can specify scale and rotation options for printed pages. Step 1. Step 2. Select Options from the View menu. Xtnd opens the Options dialog and displays the General tab page. Click the Print tab. Xtnd displays the Print tab page in the Options dialog. Figure 86: Print tab page in Options dialog Step 3. Enter options in the Print tab page. You can specify the following options in the Print tab page. Option Type Description Use the selected font size only (no scaling) Automatically scale font size to fit the page Radio button Radio button Prints the document using the font size selected in the Font dialog box in the General tab page in the Options dialog. Instructs Xtnd to scale the font to a size that allows all text on a single page to print on one page. 138 Systemware, Inc.

139 10 Setting print options, printing documents Option Type Description Scale the font to... AFP Print Step 4. Radio button and data entry Text box, check boxes Instructs Xtnd to scale the font to fit a specific number of lines and columns per page. Scale factor (%) - To scale the printed pages, enter the percentage for scale factor in this text box. This option works similar to the reduction/enlargement percentage on a copier. The printed document will be enlarged or reduced based on the percentage set in the text box. The default value is 100%; the range for minimum and maximum values is %. Rotate to fit - Check this box to automatically rotate for the best fit on the printer page, overriding the portrait or landscape selection made in the printer setup dialog. When not checked, the print will be rotated based on the Print dialog portrait or landscape setting. Shrink to fit - Check this box to automatically scale the printed image to fit the printer s available print area. This may cause the size of the data on printed pages to change from one page to the next depending on the format of the original document and the page size used. When not checked, the print will NOT be scaled. Any information outside the paper s printable area will not appear. You may need to use this option in conjunction with the scale factor setting (see above) to fit the entire document in the printer s print area, particularly when the document is oriented for landscape printing. When font settings are specified, click OK. Xtnd closes the Options dialog and uses the new font settings for printing. Xtnd User Manual (July 2006) 139

140 Setting printer options Setting printer options Use the Print Setup dialog box to select the printer and port to which your Xtnd print request will be submitted when a local or network printer is selected in the Print dialog box. Use this dialog to complete the following tasks: Select the printer to print the current job Configure the printer using the standard setup window for the specific printer The Print Setup dialog box is available through the main menu, regardless of whether a document is open. You can change print setup options at any time by completing the following steps: 1. Display the File menu. 2. Select the Print Setup command to display the Print Setup dialog box. 3. Enter changes to the options in the dialog box. When a text or Xerox DJDE/metacode document (applicable to a Xerox document viewed in Xtnd 2.6 with a Telnet connection only; with a native TCP/IP connection, a Xerox document is converted and displayed as a PDF in Adobe Reader) is open, you can open the Print Setup dialog directly from the File menu or by clicking the Properties button in the Print dialog. When an IBM AFP document is open, you can also open the Print Setup dialog directly from the File menu, but when the Print dialog is open, clicking Printer Setup accesses the IBM AFP Printer Setup dialog. From the Printer Setup dialog, you can access the standard options and properties dialog for your Windows printer. This section addresses the use of the Print Setup dialog accessed directly from the File menu. What to expect To complete this process successfully, expect the following: There is a default printer that was configured for your specific needs. When changing printer setup functions, you need to be aware of available printer features. Printer options and properties vary according to the characteristics and features of the Windows printer that you select. 140 Systemware, Inc.

141 10 Setting print options, printing documents Set printer options Use the following steps to set up a printer with the Print Setup dialog accessed directly from the File menu. You can also access properties, setup, and options dialogs from the Print dialog on the File menu. If you are printing an IBM AFP graphics document, the Print dialog differs but does allow you to access a Printer Setup dialog to select a printer and options for that printer. When you click the Options button in the Print Setup dialog, a properties dialog is opened. This is a standard Windows dialog that varies according to the features available on your Windows printer. Step 1. Select Print Setup from the File menu. Xtnd opens the Print Setup dialog. Figure 87: Print Setup dialog Step 2. Select printer options in the Print Setup dialog. You can select the following options in the Print Setup dialog to control print output. Option Type Description Printer... Name Drop-down list box Instructs Xtnd to send print output to the selected printer. (Your default printer is shown upon entry to the dialog.) Properties Button Displays the Windows print options properties dialog. The options available in this dialog are specific to the printer you select in the Print Setup dialog box. Refer to Windows Help and printer reference manuals for information about these printer properties. Paper... Size Drop-down list box Offers a defined selection of paper sizes from which you choose the size appropriate for the printout. The selection depends on the options available through the specified printer s driver. Xtnd User Manual (July 2006) 141

142 Setting printer options Option Type Description Paper... Source Orientation Step 3. Drop-down list box Radio buttons Offers a defined selection of paper sources, such as paper trays or manual feed operation. The selection depends on the options available through the specified printer s driver. Orientation refers to the position of the printed text on the page. The Portrait command prints text in the standard format: left and right margins align with the long side of the page. The Landscape command prints text sideways on a page: left and right margins align with the short side of the page. When printer settings are specified, click OK. Xtnd closes the Print Setup dialog and uses the new printer settings. 142 Systemware, Inc.

143 10 Setting print options, printing documents Printing a document or sending with message To print a document to a local or network printer, Xtnd initiates the print process through the Print command on the File menu, which opens the Print dialog. You can also use the Print button on the toolbar to open the Print dialog. When viewing a document from the content-server (Xptr or Xptr DS) database, you can print the document to a server printer or send the document as a link or attachment via an message. Xtnd initiates this print process through the Print to Server command on the File menu, which opens the Print to Server dialog. This section addresses the following topics: Printing a text or graphics document to a local or network printer Printing a text or graphics document to a server printer Using drivers to send a document as an attachment or link in an message What to expect To complete these processes successfully, expect the following: Xtnd prints the entire document or a page range as it is displayed in the document window, with indexes, variables, and view applied. Xtnd prints the entire document, unless you specify a print range. If you specify a print range, the range includes the first and last pages specified and all pages in between. You can specify the number of copies of the document to print. When printing to a local or network printer, you can instruct Xtnd to collate multiple copies. If collating is part of the print request, Xtnd prints the entire range of pages in order for each copy before printing the next copy. If collating is not part of the print request, Xtnd prints all copies of each page together. When printing a document to a server printer using the Print to Server command, you must select an output or print driver to select a printing destination and any options for the driver. When viewing a content-server document, you can send the document to an address using the Print to Server command. The document becomes an attachment to an message. Xtnd User Manual (July 2006) 143

144 Printing a document or sending with message Print a document to a local or network printer Use the following steps to print a text or graphics document to a local or network printer. Use the Print command on the File menu or the Print button on the toolbar to open the Print dialog. The Print dialog also provides the ability to open a properties dialog to review or modify options for your specific printer if needed. Step 1. Select Print on the File menu. Xtnd displays the Print dialog. You can also click the Print button on the toolbar to access the Print dialog. Figure 88: Print dialog Note: When you view a Xerox DJDE/metacode document, the Print dialog has one additional field, Scale Printed Page to Visible Area (applicable to a Xerox document viewed in Xtnd 2.6 with a Telnet connection only; with a native TCP/IP connection, a Xerox document is converted and displayed as a PDF in Adobe Reader). Step 2. Make changes for the print request as needed. You can specify the following options in the Print dialog. Option Type Description Printer Drop-down list box Instructs Xtnd to send print output to the selected printer. Properties Button Displays the Windows print options properties dialog. The options available in this dialog are specific to the printer you select. Refer to Windows Help and printer reference manuals for information about these printer properties. Print to file Check box Check this box to print the output to a file on your system instead of printing to the printer. 144 Systemware, Inc.

145 10 Setting print options, printing documents Option Type Description Print range Radio buttons Specify the pages you want to print: All prints the entire document. Pages prints the range of pages you specify in the provided boxes. Copies Data entry field Enter the number of copies to print for the range specified. Collate Check box When printing multiple copies, print the entire range of pages in order for each copy before printing the next copy. Scale Printed Page to Visible Area Step 3. Check box Click OK. The request is submitted to the printer. Check this box to instruct Xtnd to print the pages scaled to zoom factor. When not checked, the pages are printed at 100%. This field is present in the Print dialog only for a Xerox DJDE/metacode document viewed with a Telnet connection in Xtnd 2.6; Xerox documents are converted to PDF otherwise and displayed in Adobe Reader. Xtnd User Manual (July 2006) 145

146 Printing a document or sending with message Print a document to a server printer Use the following steps to print a server-based text or graphics document to a server printer. In order to print a document to a server printer, the document must reside in the content-server (Xptr or Xptr DS) database. You cannot print a downloaded document to a server printer. With a server document displayed, use the Print To Server command on the File menu to invoke the Print to Server dialog. The Print to Server dialog also provides the ability to open a Driver Options tab dialog to select options for the server output driver if needed. Step 1. With a server-based document displayed, select Print To Server on the File menu. Xtnd displays the Print To Server dialog. Figure 89: Print To Server dialog Step 2. Click the down arrow in the Driver drop-down list box. Xtnd displays available output drivers for the content server. Figure 90: Available output drivers Step 3. Select an output driver from the list. Xtnd displays the selected name in the Driver field. 146 Systemware, Inc.

147 10 Setting print options, printing documents Step 4. To change any options for the selected print driver, click Options in the Print To Server dialog. Xtnd displays the Options tab page. The options in the list in this tab page will vary based on the driver selected. Figure 91: Example of options for a print driver Step 5. Step 6. Step 7. Step 8. Select each driver parameter you want to change, and type the text in the Change field edit box. Xtnd activates the Change button when you select an option and begin typing in the Change field edit box or select an option from the drop-down list box. A description of the selected parameter appears in a box above or below the Change field. Click the Change button for each parameter you selected and changed. Xtnd displays each changed option after you enter a parameter and click the Change button. When you have entered the driver options you want, click OK. Xtnd returns to the Print To Server dialog. Specify additional desired print options in the Print To Server dialog. You can specify the following additional options in the Print To Server dialog: Print range - Select Print the entire report or enter a page range to print. The default is to print the entire document. Banner page name, identification - The Banner Page Name field allows you to specify a name to be displayed on the banner page of the printed output. The name can be a maximum of eight characters; the first character cannot be numeric. The Banner Page ID field is a free-form text field, where you can specify up-to-twenty characters of information to be displayed on the banner page of your printed output. Xtnd User Manual (July 2006) 147

148 Printing a document or sending with message Step 9. Combining print requests - If you want to bundle your print requests, rather than print them individually, check the Combine Print Requests box. This box, when checked, instructs the content server to bundle the document with others and print them together. The documents will continue to accumulate until you remove the check from the box instructing the content server to close the bundle and submit the print request. Closure of the bundle will automatically occur when a subsequent print request is received with different print options or when you log off the server. After specifying print options, click OK to submit the print request. Xtnd displays a print confirmation message. 148 Systemware, Inc.

149 10 Setting print options, printing documents Send a server-based document with message Use the following steps to send a server-based text or graphics document to another user as a link or attachment via an message. In order to send a document with an message, the document must reside in the content-server (Xptr or Xptr DS) database. You cannot send a downloaded document using this method. Note: An Xnet license is required in order to send documents via . With a server-based document displayed, use the Print To Server command on the File menu to invoke the Print To Server dialog. The Print To Server dialog provides the ability to open a Driver Options tab dialog to select options for the output driver. These include recipient s address, subject, and so on. Step 1. Step 2. With a server document displayed, select Print To Server on the File menu. Xtnd displays the Print to Server dialog. Click the down arrow in the Driver drop-down list box and select an driver. Xtnd displays the selected name in the Driver field. Figure 92: Selected driver Xtnd User Manual (July 2006) 149

150 Printing a document or sending with message Step 3. To specify options for the selected driver, click the Options button. Xtnd displays the Options tab page for the driver. Figure 93: Options for output driver Step 4. Step 5. Step 6. Select each driver parameter you want to change, and type the text in the Change field edit box. Click the Change button for each parameter you selected and changed. Xtnd activates the Change button when you select an option and begin typing in the Change field edit box or select an option from the drop-down list box when applicable. Xtnd displays each changed option after you enter a parameter and click the Change button. When you have entered the driver options, click OK. Xtnd returns to the Print to Server dialog. Click OK to submit the request to send the document. Xtnd displays a confirmation message. 150 Systemware, Inc.

151 11 Formatting text documents, creating views This chapter describes the tools available in Xtnd for formatting text documents and creating text document views and charts. Xtnd initially displays content-server (Xptr or Xptr DS) documents and Xtnd file cabinet documents in their original format. It also has tools that enable you to reformat that is, change the appearance of a document in an almost unlimited number of ways, without altering the document data itself. To change a document format, create a set of instructions that alter the document s displayed look and provide information in a format tailored for specific or individual needs. For text documents, you can move lines and columns, total numeric columns, define columns as text or numeric, and so on. For graphics documents, you can reformat the displayed page by doing things such as rotate the page and set the appearance of images, but you cannot change data at the line level. You can save these formatting instructions and reuse them on the same document, other versions of the document, and other documents if the instructions accommodate a document s original format. Each set of saved instructions is called a view. In addition, you can chart text document data and save the chart for later use. For text documents, you can also perform computing functions. Using the right-click context menu in the display area of a text document window, you can activate a popup Compute menu that provides an ad hoc method to apply mathematical computations to a selected set of numbers. Xtnd User Manual (July 2006) 151

152 Formatting text documents Formatting text documents Xtnd provides extensive reformatting capabilities for text documents. To change a document format, you create a set of instructions that alter the position and display of lines and columns. You can also define text and numeric data, as well as perform calculations on numeric data. The completed instructions are called view properties. To reformat a text document, you plan the arrangement of data and then create a set of specifications called a view. Each view is saved under a unique name in the current file cabinet. Each view is saved with the extension VEW. The following definitions are important to understand before creating views for text documents. New Formatting dialog This dialog box displays a list of available view operations that can be applied in the process of reformatting a text document. View operations These are instructions you build through the Format menu, the toolbar, the right-click context menu, or the View Properties dialog. View properties These are completed instructions, called formatting options, applied to the document in the current view. You can reformat a text document in several ways: Use the mouse to select and drag columns left and right. Use the commands on the Format menu or the toolbar to do simple reformatting. Do more extensive reformatting using the New Formatting dialog available through the toolbar, the right-click context menu, or the View Properties dialog (Format>Properties>Add). Once you have reformatted a text document, you can control reformatting even further using the View Properties dialog, accessible by selecting Properties from the Format menu, toolbar, or context menu. Using text document Format menu commands Most formatting commands for view operations are available on the Format menu. Additional commands, such as Move Lines or Columns and Total Numeric Columns are available through the New Formatting dialog. Some operations may be disabled if they are not applicable. For example, the Whole Width command is not available if you have not resized the document window to a width less than what can contain the document data lines. Note: If a document has been indexed, its format will include only the information available to you through that index. 152 Systemware, Inc.

153 11 Formatting text documents, creating views Figure 94: Format menu for text documents Reference: Format menu commands This table summarizes Format menu commands for text documents. Commands that set, freeze, or suppress areas of data are available after you select an area of data with the mouse. Note: You can also click the New Formatting button on the toolbar to access the New Formatting dialog. This dialog shows all operations available for a text document. This command on the Format menu... Open Close Save As... Properties Performs this task... Displays the Open dialog listing all available views in the current file cabinet. Closes the current view and restores the document to its original format. Displays the Save As dialog to allow you to save changed formatting as a view. Displays the View Properties tab dialog. Xtnd User Manual (July 2006) 153

154 Formatting text documents This command on the Format menu... AutoFormat Set Default Performs this task... Analyzes document characteristics and applies formatting to documents automatically to freeze header lines and column headers and to define text and numeric columns. Xtnd does not use a view to apply this formatting. After using the AutoFormat command, you can review the automatic formatting in the View Properties dialog box. Makes the current view the default for this document. Clear Clear All Whole Width Font Color Freeze Lines Freeze Columns Column Headers Column Footers Suppress Lines Suppress Columns New Formatting... Displays a list of operations. Operations currently in effect are active for selection. Select one operation to clear it. Clears all operations in the current view. When you change the size of the document window to a width that cannot accommodate the entire document width, this command is activated. Selecting Whole Width sizes the font so that the entire document width is visible. Displays the Font dialog to enable you to change the font settings for a document. Displays the Color dialog to enable you to select colors for background and text in an individual document. To change Xtnd default text and background colors for all documents, access the Default tab page in the Color dialog using the Options command on the View menu. Freezes selected lines in place. Frozen lines do not scroll horizontally or vertically. Freezes selected columns in place. Frozen columns scroll vertically, but not horizontally. Freezes selected lines as column headers. Headers scroll horizontally, but not vertically. Freezes selected lines as column footers. Footers scroll horizontally, but not vertically. Hides selected lines from view. Hides selected columns from view. Displays the New Formatting dialog. 154 Systemware, Inc.

155 11 Formatting text documents, creating views Reference: toolbar and context menu commands You can use the toolbar or the right-click context menu to execute or activate most formatting commands. This table summarizes toolbar formatting commands for text documents. Toolbar Button Command Undo Whole Width Font Color Freeze Lines Freeze Columns Column Headers Column Footers Suppress Lines Description Reverses the last formatting command and changes text document back to what it was prior to executing the command. When you change the size of the document window to a width that cannot accommodate the entire document width, this command is activated. Selecting Whole Width sizes the font so that the entire document width is visible. Displays the Font dialog to enable you to change the font settings for a document. Displays the Color dialog to enable you to select colors for background and text in an individual document. Freezes selected lines in place. Frozen lines do not scroll horizontally or vertically. Freezes selected columns in place. Frozen columns scroll vertically, but not horizontally. Freezes selected lines as column headers. Headers scroll horizontally, but not vertically. Freezes selected lines as column footers. Footers scroll horizontally, but not vertically. Hides selected lines from view. Suppress Columns Hides selected columns from view. New Formatting... Displays the New Formatting dialog. Xtnd User Manual (July 2006) 155

156 Formatting text documents The following figure shows two variations of the context menu. The one on the left shows the context menu when you click the right mouse button without selecting a text area first. In this case, you can select the New Formatting... command. The context menu on the right shows additional commands activated as a result of having selected an area of text with the mouse before clicking the right mouse button. Figure 95: Context menu for text documents 156 Systemware, Inc.

157 11 Formatting text documents, creating views Working with view properties The View Properties dialog enables you to review, add, delete, or change existing view operations. When a view has been applied to a text document, you can select the Properties command on the Format menu and display the View Properties dialog to work with the instructions or operations that comprise the view. All formatting options are displayed in a list box in the View tab page. Use the Autoformat command on the Format menu to apply a set of operations to the document data. The operation definitions depend on how Xtnd interprets the document data. You can then use the View Properties dialog to alter or add instructions as needed. Figure 96: View Properties dialog with selected view operation You can change the view properties in any of the following ways: Move the option up or down in the order. Because Xtnd executes these instructions in sequence, any move can change the results. Be careful when changing the order of instructions. Add a new operation. After clicking the Add button, the New Formatting dialog appears. Remove an operation. To remove an instruction, select the unneeded option and click the Remove button. Xtnd discards the option from the list and removes its formatting changes. Alter an existing operation. To alter an instruction, select the option that requires a change and click the Properties Xtnd User Manual (July 2006) 157

158 Formatting text documents button. A View Operation Properties tab dialog appears, relating to the operation to be altered. See later sections of this chapter for descriptions of the View Operation Properties tab dialogs and instructions for their use. Reference: View Properties options The following table summarizes the options available in the View Properties dialog box. To work with an operation: Select the operation Click the appropriate button (Add, Remove, or Properties) Make changes as needed Click OK to close the dialog. Field or Button View Name field The following formatting options are contained in the view Add button: Remove button: Properties button: Move up button: Move down button: Description Displays the name of the current view. Displays each operation already defined. Opens the New Formatting dialog. Deletes the option and the formatting. Opens View Operations Properties with the tab dialog pertaining to the current option. Moves a selected operation up or down in the execution order. Developing the view with View Operation Properties dialog boxes View operations are the instructions you create to change the appearance of a text document s format. You can perform all functions described earlier in this chapter, and several more, using View Operation Properties dialog tab pages. To add new instructions or operations to the view, use the New Formatting dialog. You can access the New Formatting dialog in any of these ways: Click the New Formatting... button on the toolbar Select New Formatting... on the Format menu. Click the right mouse button to activate the context menu; next, select New Formatting... on the context menu. Select Properties on the Format menu to display the View Properties dialog; next, click the Add button in the View Properties dialog. 158 Systemware, Inc.

159 11 Formatting text documents, creating views Any of these actions displays the New Formatting dialog. Figure 97: New Formatting dialog You can edit a defined property by selecting Format>Properties and double-clicking on the property, or selecting the property and selecting Properties. The related tab dialog appears directly. To modify operations in an existing view, access the View Operation Properties tab page for that operation (column headers, suppress lines, and so on) using one of the following methods: Select Properties on the Format menu to display the View Properties dialog; next, from the list box, select the formatting option you want to modify and click the Properties button to display the View Operation Properties tab page for that operation. Select Properties on the Format menu to display the View Properties dialog; next, from the list box, select the formatting option you want to modify and double-click the mouse button to display the View Operation Properties tab page for that operation. Xtnd User Manual (July 2006) 159

160 Formatting text documents Each time you choose a new formatting option in the New Formatting dialog or an existing operation in the View Properties dialog list box, Xtnd displays the applicable formatting-option tab page in the View Operation Properties dialog. An example of a View Operation Properties tab dialog is shown in here. Figure 98: View Operation Properties tab dialog example Reference for view operations You can select text areas and use toolbar buttons to perform many of these view operations. Use the View Properties dialog to review a list of all operations for the current document. After you select a view operation in the New Formatting dialog, Xtnd displays its View Operation Properties tab page. This table describes the operations available in View Operation Properties dialog tab pages. Use this view operation... Open a chart with this document to access this tab dialog... Chart to add this format... Select and display a chart name to open with this document data. Column headers Header Freeze the specified number of lines to use as column header lines at the top of each page OR following any frozen lines. Column footers Footer Freeze the specified number of lines to use as column footer lines at the bottom of each page. 160 Systemware, Inc.

161 11 Formatting text documents, creating views Use this view operation... to access this tab dialog... to add this format... Define columns or fields Define Planning for and reformatting a document To reformat a document, you plan the rearrangement of data and then create the view specifications or operations. Each view is saved under a unique name in your file cabinet. Each view is saved with the file extension VEW. In addition to using the New Formatting and View Operation Properties to reformat text documents, you can use the mouse to select and move document text, and you can toolbar buttons to perform many reformatting operations. Understanding the order of formatting operations Define columns or fields (characters in specific positions on a line or lines) as text or numeric. Freeze lines or columns Freeze Freeze the specified number of lines or columns to remain fixed when scrolling. Highlight lines, columns, or values Highlight Specify parameters for selecting lines, columns, or values to highlight in a particular color. Move lines or columns Move Move specified number of lines or columns to new location. Suppress lines or columns Suppress Eliminate from view the specified lines or columns, or eliminate lines or columns containing specified text or data. Insert a title line Title Specify text to be added as the first line of each document page. Total numeric columns (No tab dialog) Xtnd adds values in each column defined as numeric and displays column page totals at the bottom of each page. Reformatting options execute in the order you list them in the View Properties dialog. If you attempt to set headers before freezing title lines, or suppress columns before moving them, you may experience some unexpected results. Follow the order suggested here until you acquire some familiarity with the relationships among the various operations. Use this command... to Define Specify columns or fields as text or numeric. 2. Column Footers Lock data in place to form column footer lines. 3. Freeze Lines Lock document heading data in place so that it remains in view. Frozen text does not scroll. 4. Column Headers Lock data in place to form column headings. Xtnd User Manual (July 2006) 161

162 Formatting text documents Use this command Freeze Lines Lock document lines in place so that it remains in view. Frozen text does not scroll. 6. Freeze Columns Lock document columns in place so that it remains in view. Frozen text does not scroll. 7. Highlight Assign a color to designated text in lines or columns. 8. Move Move data to other areas. 9. Suppress Hide data from view. 10. Title Enter a title that Xtnd displays above the document text on each page. Planning the new view to... Before you start reformatting extensively, follow this procedure to plan the new text document view. 1. Determine which lines and columns you want to move. 2. Determine which lines you want to suppress. 3. Determine which lines you want to freeze. 4. Establish column headers and footers, as needed. 5. Develop formatting instructions for moves and suppressions by working on the outermost columns. Creating and applying a new view Use the toolbar, the context menu, or the Format menu to access the New Formatting dialog and select the operation you want. Next, click OK to access the applicable View Operation Properties tab dialog. Follow these steps to create a new view by naming and entering a new set of reformatting specifications. 1. Select a text area for the operation if applicable. 2. On the Format menu, click Properties. Xtnd displays the View Properties dialog. 3. On the View tab page, click Add. Xtnd displays the New Formatting dialog. 4. In the New Formatting dialog, select an operation from the list box. 5. Click OK. Xtnd displays the View Operation Properties tab dialog for the selected operation. 6. Specify lines, columns, values and other parameters for the operation, as appropriate. 7. Click OK. Xtnd applies the operation parameters to the document in the active window. 8. Repeat Steps 1-7 for each new operation. 9. In the View Properties dialog, review the operations, rearrange the order if necessary. Select an operation and click Properties to edit instructions if needed. 10. When the view is complete, select Save As on the Format menu. 11. In the Save As dialog, enter a new name for the view. 12. Click OK. Xtnd saves the view and automatically adds the VEW extension. 162 Systemware, Inc.

163 11 Formatting text documents, creating views Using the mouse to select and move text You can use the mouse to select data for view operations. You can also move columns of data by dragging a selected text area with the mouse. Using the mouse to select and move document data makes it easier to ensure that you select the correct text-document area for view operations. Xtnd User Manual (July 2006) 163

164 Formatting text documents Select text for a view operation Before using the View Operation Properties dialog or the toolbar commands to set up an instruction for a view, you can select a text area for the following operations. Column Headers - Set several lines at the top of the display to appear and remain stationary as you scroll the page. Column Footers - Set several lines at the bottom of the display to appear and remain stationary as you scroll the page. Define columns or fields - Define columns or fields (characters in specific positions on a line or lines) as text or numeric. Freeze Lines - Set the selected lines and all lines above them to remain stationary as you scroll the page vertically or horizontally. Freeze Columns - Set the selected columns and all columns to the left of them to remain stationary as you scroll the page horizontally. Highlight lines, columns, or values - Specify parameters for selecting lines, columns, or values to highlight in a particular color. Move lines or columns - Move selected number of lines or columns to a new location. Suppress Lines - Hide selected lines from display. Suppress Columns - Hide selected columns from display. Step 1. Press the left mouse button and drag the mouse across a portion of columns, lines, or fields to be formatted. Xtnd displays a box around the selected data and uses entire columns or lines for applicable operations. It is not necessary to select an entire column or line. Xtnd performs the requested operation on the entire area applicable to the operation. Figure 99: Selecting text document columns 164 Systemware, Inc.

165 11 Formatting text documents, creating views Step 2. Select the desired action from the Format menu or from the toolbar. Xtnd displays the applicable View Operation Properties dialog or performs the desired action directly, depending on your selection. After performing the action, the revised document view is displayed. In this example, the selected columns (31-38) are blank and were eliminated from the document view using the Suppress Columns command. Notice that because no document heading lines were frozen before suppressing the column, part of the document heading is now hidden from view also. Figure 100: Text document example after suppressing columns Xtnd User Manual (July 2006) 165

166 Formatting text documents Move columns with the mouse To move a column of data with the mouse, you can use the mouse to select and drag the columns to the new location. With this method, you do not need to use the formatting commands on the Format menu or toolbar; the entire operation can be performed with the mouse. Step 1. Press the left mouse button and drag the mouse across the column(s) to be moved and release the button. Point to the upper left edge of the area to select, press and hold the left mouse button, and drag the pointer to the lower right corner of the area. Release the mouse button to complete the selection. Xtnd displays a box around the selected data. You do not need to select the whole column vertically. Selecting as little as the data on one line is acceptable. Figure 101: Selecting portion of columns to move 166 Systemware, Inc.

167 11 Formatting text documents, creating views Step 2. Place the cursor inside the selected box; press and hold the left button. The box grows to include the entire area around the selected columns. Figure 102: Selected columns to be moved Step 3. Drag the columns to the new location and release the button. The columns remain selected. You can adjust the move if necessary. Figure 103: Columns after move to new location Xtnd User Manual (July 2006) 167

168 Creating and saving a text document view Creating and saving a text document view This section describes the steps to create and save a view for a text document. Formatting instructions or operations can be created and executed using a combination of the following methods to meet your specific requirements. Select formatting commands on the Format menu. Select formatting commands on the toolbar. Select Properties on the Format menu to display the View Properties dialog. Next, add or modify a view operation through the New Formatting dialog and the View Operation Properties tab dialogs. Select New Formatting on the Format menu, the toolbar, or the context menu. Next, select a formatting option to perform the action or to display the applicable dialog, select parameters, and then perform the action. Use the mouse to select and drag columns to new locations. Creating a view involves one or any combination of these operations. After adding the needed operations, you can review or modify the operations in the View Properties dialog. The order of view operations affects the outcome of the view. Multiple move operations might produce unexpected results if the column numbers are not recalculated carefully. For example, if columns are moved to column 1, the characters that were in column 10 are now in column 1, column 11 characters are now column 2, and so on. Note: Xtnd s Undo command, available on the Edit menu and on the toolbar, enables you to cancel the previous operation or series of operations. The limit of Undo requests is set in the General tab page of the Options tab dialog. Use the View menu and the Options command to display the Options tab dialog. When the view is complete, you can save the view in the current file cabinet. Xtnd saves each view with the extension VEW. Later, you can apply the view format to any version or document. The usefulness of a saved view depends on the layout of the document or version to which the view may be applied. From the Open dialog, you can use Xtnd s drag-and-drop feature to copy or apply a view. Drag and drop it to a document window in another Xtnd window to apply it. Drag and drop it to an message to send as an attachment. If you have stored a view in a Windows folder or on your desktop (from an message, for example), you can drag and drop it into the Open dialog to store it in your Xtnd file cabinet; or you can drag and drop it to your Xtnd document window to apply it to a document. This section is organized as follows: General instructions creating and saving a view Instructions for each view operation - Column headers - Column footers - Define columns or fields - Freeze lines or columns - Highlight lines, columns, or values 168 Systemware, Inc.

169 11 Formatting text documents, creating views - Move lines or columns - Suppress lines or columns - Insert a title line - Total numeric columns Note: The option to open a chart is also available as a view operation on the New Formatting dialog. However, you must create a chart view prior to completing the view operation for a text document. Therefore, the steps for creating a chart view using Xtnd s charting feature are detailed in the Charting text document data section of this chapter. What to expect To complete the process successfully, you should expect the following: The order of view operations affects the outcome of the view. For example, multiple move operations entered into Move tab page of the View Operation Properties dialog could produce erratic results if the column numbers are not recalculated carefully. Xtnd s Undo command, available on the Edit menu and on the toolbar, enables you to cancel the previous operation or series of operations. The limit of Undo requests is set in the General tab page of the Options tab dialog. Use the Options command on the View menu to display the Options tab dialog. The View Properties dialog list box shows all instructions or operations in the view. You can rearrange or remove instructions to change or correct the view. Xtnd User Manual (July 2006) 169

170 Creating and saving a text document view Create and save a text document view These general instructions illustrate the overall process to create and save a text document view. Each view will use one or more view operations. The sections of this chapter that follow provide detailed instructions on how to add each applicable view instruction or operation. Step 1. Step 2. Step 3. Open the text document for which you want to create a view. Xtnd displays the document in an Xtnd window. Format the text using options on the Format menu, toolbar, New Formatting dialog, and View Operation Properties dialog. Each view operation is performed on the text document data. Review the view instructions in the View Properties dialog. The View Properties dialog displays all view operations in the list box. Figure 104: View Properties dialog with list of view operations 170 Systemware, Inc.

171 11 Formatting text documents, creating views Step 4. When you are satisfied with the view, click OK. Xtnd returns to the document window and displays the document view with the formatting operations applied. Figure 105: Document view example The example shows the document view with the following formatting operations applied. (These formatting operations are listed in the View Properties dialog.) The top three lines of each page are frozen as a heading. They remain stationary when you scroll vertically on a page. Four lines are frozen as column headers (the four lines following the frozen pageheading line). The title LOW STOCK HIGHLIGHTED has been added at the top of each page. Columns defined as numeric (the column with the heading QTY AVAIL) have totals at the bottom. Columns with the heading STOCK LIST NUMBER have been moved from the left side of the document to column 22. Columns under the heading QTY AVAIL. are defined as numeric with zero decimal positions. The name QTY has been assigned to these columns. Columns under the heading QTY AVAIL. are totaled at the bottom of each page. For values less than 1,000 in columns under the QTY AVAIL. heading, lines for the columns are highlighted in red. Columns 1-30 and columns are defined as text. Xtnd User Manual (July 2006) 171

172 Creating and saving a text document view Step 5. To save the completed view, select the Format menu. Save As is active because a view has been created. Figure 106: Format menu showing Save As command Step 6. Step 7. On the Format menu, select Save As. Xtnd displays the Save As dialog. Xtnd automatically saves the formatting with the document. Each time the document is opened, Xtnd displays it with its previously assigned formats. However, Xtnd does not automatically save a view under a separate name. Use the Save As dialog to save a view for reuse and modification. In the Save As dialog, enter a new name in the Name field. Click OK. Xtnd will save the view in the specified file cabinet and under the specified name. 172 Systemware, Inc.

173 11 Formatting text documents, creating views Step 8. Click OK. Xtnd saves the new view. The next time you display the Open dialog, the new view name appears in the list. Figure 107: Open dialog showing the new view name listed Xtnd User Manual (July 2006) 173

174 Creating and saving a text document view Define (freeze) column headers Using the New Formatting dialog and the View Operation Properties dialog, you can create an operation to specify the number of column header lines for a document view. Follow these steps to set lines to remain stationary at the top of the page as you scroll the page. Header lines scroll horizontally, but not vertically. Step 1. Click the New Formatting button on the toolbar or select New Formatting from the Format menu. Xtnd opens the New Formatting dialog. Figure 108: New Formatting dialog Step 2. Select Column headers and click OK. Xtnd displays the Header tab page in the View Operation Properties dialog. Figure 109: Header tab page in the View Operation Properties dialog Step 3. Enter the number of lines in the header lines field and click OK. The operation is added to the View Properties dialog and performed when you return to the document window. 174 Systemware, Inc.

175 11 Formatting text documents, creating views Define (freeze) column footers Using the New Formatting dialog and the View Operation Properties dialog, you can create an operation to specify the number of column footer lines for a document view that has headings for columns of data. Follow these steps to set lines to remain stationary at the bottom of the page as you scroll the page. Footer lines scroll horizontally, but not vertically. Step 1. Click the New Formatting button on the toolbar or select New Formatting from the Format menu. Xtnd opens the New Formatting dialog. Figure 110: New Formatting dialog Step 2. Select Column footers and click OK. Xtnd displays the Footer tab page in the View Operation Properties dialog. Figure 111: Footer tab page in the View Operation Properties dialog Step 3. Enter the number of lines in the footer lines field and click OK. The operation is added to the View Properties dialog and performed when you return to the document window. Xtnd User Manual (July 2006) 175

176 Creating and saving a text document view Define columns or fields Using the New Formatting dialog and the View Operation Properties dialog, you can create an operation to define columns or fields to be text or numeric. Follow these steps to define text and numeric data and to optionally specify a name for the defined text area. Step 1. Click the New Formatting button on the toolbar or select New Formatting from the Format menu. Xtnd opens the New Formatting dialog. Figure 112: New Formatting dialog Step 2. Select Define columns or fields and click OK. Xtnd displays the Define tab page in the View Operation Properties dialog. If you selected columns or a field with the mouse, Xtnd automatically displays the values in the Define tab in the View Operation Properties dialog. You can modify the values if necessary. Figure 113: Define tab page in the View Operation Properties dialog 176 Systemware, Inc.

177 11 Formatting text documents, creating views Step 3. Make the appropriate selection and enter values for the field or column. The following options are available on the Define tab page. Field or radio button: define...columns define...field line columns text number decimals name highlight in Description: Select the columns radio button to define specific columns as text or numeric for all lines of the document body. Select the field radio button to define specific columns as text or numeric for a line of the document. If you selected the field radio button, enter a line number here to indicate which line of the document contains the field being defined. Enter the column numbers for the text area being defined. Select the text radio button to define the columns or field as text. Select the number radio button to define the columns or field as numeric. If you selected the number radio button, specify the number of decimal positions for the numeric columns or field (default is zero). Optionally, you can specify a name to identify this text or numeric area of the document. This name can be used when charts are created. Optionally, you can select a color to highlight a defined field Step 4. Click OK. The operation is added to the View Properties dialog and performed when you return to the document window. Xtnd User Manual (July 2006) 177

178 Creating and saving a text document view Freeze lines or columns Using the New Formatting dialog and the View Operation Properties dialog, you can create an operation to freeze a number of lines or columns. When you freeze lines, all lines above the selected or specified lines are frozen also and remain stationary as you scroll the page vertically or horizontally. When you freeze columns, all lines to the left of the selected or specified columns are frozen also and remain stationary as you scroll the page horizontally. Follow these steps to set lines or columns to remain stationary as you scroll the page. Step 1. Click the New Formatting button on the toolbar or select New Formatting from the Format menu. Xtnd opens the New Formatting dialog. Figure 114: New Formatting dialog Step 2. Select Freeze lines or columns and click OK. Xtnd displays the Freeze tab page in the View Operation Properties dialog. Figure 115: Freeze tab page in the View Operation Properties dialog Step 3. Step 4. Click the lines or columns radio button to indicate which you want to freeze; enter the number of lines or columns in the freeze field. Click OK. The operation is added to the View Properties dialog and performed when you return to the document window. 178 Systemware, Inc.

179 11 Formatting text documents, creating views Figure 116: Document example showing frozen lines Xtnd User Manual (July 2006) 179

180 Creating and saving a text document view Highlight lines, columns, or values Using the New Formatting dialog and the View Operation Properties dialog, you can create an operation to annotate in a selected color entire lines which satisfy search criteria. You can also annotate columns of characters that satisfy search criteria. The highlight operation allows you to use comparison logic to search for values satisfying specified criteria. Follow these steps to specify parameters for highlighting text document data. Step 1. Click the New Formatting button on the toolbar or select New Formatting from the Format menu. Xtnd opens the New Formatting dialog. Figure 117: New Formatting dialog 180 Systemware, Inc.

181 11 Formatting text documents, creating views Step 2. Select Highlight lines, columns, or values and click OK. Xtnd displays the Highlight tab page in the View Operation Properties dialog. (If you selected text with the mouse, Xtnd automatically displays the column numbers and values in the Highlight tab in the View Operation Properties dialog. You can modify this information if necessary.) Figure 118: Highlight tab page in the View Operation Properties dialog Xtnd User Manual (July 2006) 181

182 Creating and saving a text document view Step 3. Make the appropriate selection and enter values for the field or column. The following options are available in the Highlight tab page. Field or radio button: Description: highlight...lines Select the lines radio button to annotate entire lines meeting search criteria. highlight...columns Select the columns radio button to annotate characters that satisfy search criteria in specified columns. columns If you selected the columns radio button, enter the columns you want to use to search for the specified criteria. [data selection logic drop-down list box] [search characters or value] in columns in [color drop-down list box] From the drop-down list, select one of the following logical operations to select data to be highlighted. Only the With and Without operators can operate on fields that are not numeric. Use the Define Columns or Fields operation before using mathematical operators. with - Highlights all lines or column values that contain the specified characters in the search columns. without - Highlights all lines or column values that do not contain the specified characters in the search columns. < (less than) - Highlights all lines or column values that contain numerical values less than the specified value in the search columns. <= (less than or equal) - Highlights all lines or column values that contain numerical values less than or equal to the specified value in the search columns. = (equal) - Highlights all lines or column values that contain numerical values equal to the specified value in the search columns. >= (greater than or equal) - Highlights all lines or column values that contain numerical values greater than or equal to the specified value in the search columns. > (greater than) - Highlights all lines or column values that contain numerical values greater than the specified value in the search columns. Type the text search characters or the numerical value in the entry box located under the data selection logic list box. If you selected the lines radio button, you can enter the columns you want to use to search for the specified criteria. If you leave this field blank, the search includes all columns. From the drop-down list, select the color you want to use for annotating the document data that satisfies the search criteria. Step 4. Click OK. The operation is added to the View Properties dialog and performed when you return to the document window. 182 Systemware, Inc.

183 11 Formatting text documents, creating views Move lines or columns Using the New Formatting dialog and the View Operation Properties dialog, you can create an operation to move lines or columns in a text document. You can also move columns by selecting and dragging them to a new location. Follow these steps to specify the lines or columns and the location to which you want to move them. Step 1. Click the New Formatting button on the toolbar or select New Formatting from the Format menu. Xtnd opens the New Formatting dialog. Figure 119: New Formatting dialog Step 2. Select Move lines or columns and click OK. Xtnd displays the Move tab page in the View Operation Properties dialog. Figure 120: Move tab page in the View Operation Properties dialog Step 3. Click the lines or columns radio button to indicate which you want to move. Xtnd makes the selected option active and displays the command format at the top of the dialog box. Xtnd User Manual (July 2006) 183

184 Creating and saving a text document view Step 4. Step 5. In the from field, enter the range of lines or columns you want to move; in the to field, enter the beginning line or column number of the new location. Click OK. The operation is added to the View Properties dialog and performed when you return to the document window. 184 Systemware, Inc.

185 11 Formatting text documents, creating views Suppress lines or columns Using the New Formatting dialog and the View Operation Properties dialog, you can create an operation to suppress a number of lines or columns. When you suppress lines or columns, they are removed from the document view and remaining lines or columns are renumbered. The suppress operation allows you to use comparison logic to search for values satisfying specified criteria. With this operation, you can: Eliminate specific lines or columns Eliminate lines or columns containing specific data Eliminate lines or columns containing text or numbers in specific columns Eliminate all blank lines Follow these steps to suppress lines or columns from a text document view. Step 1. Click the New Formatting button on the toolbar or select New Formatting from the Format menu. Xtnd opens the New Formatting dialog. Figure 121: New Formatting dialog Xtnd User Manual (July 2006) 185

186 Creating and saving a text document view Step 2. Select Suppress lines or columns and click OK. Xtnd displays the Suppress tab page in the View Operation Properties dialog. Figure 122: Suppress tab page in the View Operation Properties dialog Step 3. Select the lines or columns or blank lines radio button to indicate which you want to suppress; next, enter the selection criteria. The following options are available in the Suppress tab page. Field or radio button: Description: suppress...lines Select the lines radio button to eliminate lines that satisfy the specified criteria. suppress...columns Select the columns radio button to eliminate columns that satisfy the specified criteria. suppress...blank lines Select the blank lines radio button to eliminate all blank lines from the document view. lines If you selected the lines or columns radio button and the columns absolute (default) option from the data selection drop-down list box, enter the range of line or column numbers you want to eliminate from the document view. If you selected the columns radio button and a logical operator other than absolute, with, or without from the data selection drop-down list box, enter the range of column numbers you want to use to search for specified criteria. 186 Systemware, Inc.

187 11 Formatting text documents, creating views Field or radio button: Description: [data selection logic drop-down list box] [search characters or value] in lines in columns From the drop-down list, select one of the following logical operations to select data to be suppressed. Only the With and Without logical operators can operate on fields that are not numerical. Use the Define Columns or Fields operation before using mathematical operators. absolute - Suppresses specified range of lines or columns regardless of content. with - Suppresses all lines or column values that contain the specified characters in the search columns. without - Suppresses all lines or column values that do not contain the specified characters in the search columns. < (less than) - Suppresses all lines or column values that contain numerical values less than the specified value in the search columns. <= (less than or equal) - Suppresses all lines or column values that contain numerical values less than or equal to the specified value in the search columns. = (equal) - Suppresses all lines or column values that contain numerical values equal to the specified value in the search columns. >= (greater than or equal) - Suppresses all lines or column values that contain numerical values greater than or equal to the specified value in the search columns. > (greater than) - Suppresses all lines or column values that contain numerical values greater than the specified value in the search columns. Type the text search characters or the numerical value in the entry box located under the data selection logic list box. If you selected the lines radio button, you can enter the columns you want to use to search for the specified criteria. If you leave this field blank, the search includes all columns. If you selected the columns radio button, you can enter the lines you want to use to search for the specified criteria. If you leave this field blank, the search includes all lines. Xtnd User Manual (July 2006) 187

188 Creating and saving a text document view Step 4. Click OK. The operation is added to the View Properties dialog and performed when you return to the document window. The following example illustrates a document after all but two columns of data were suppressed (the headers are frozen). Figure 123: Document example with columns suppressed 188 Systemware, Inc.

189 11 Formatting text documents, creating views Insert a title line Using the New Formatting dialog and the View Operation Properties dialog, you can create an operation to insert a title line at the top of each page of a text document. The title appears on the first line of each page of the document. It does not wrap. Follow these steps to insert a title line for a text document. Step 1. Click the New Formatting button on the toolbar or select New Formatting from the Format menu. Xtnd opens the New Formatting dialog. Figure 124: New Formatting dialog Step 2. Select Insert a title line and click OK. Xtnd displays the Title tab page in the View Operation Properties dialog. Figure 125: Title tab page in the View Operation Properties dialog Step 3. Type the title in the text box and click OK. The operation is added to the View Properties dialog and performed when you return to the document window. The title is displayed at the top left side of each document page. When columns are defined, inserted title lines are included in a downloaded document only when the title is within the range of the defined columns. Xtnd User Manual (July 2006) 189

190 Creating and saving a text document view Total numeric columns Using the New Formatting dialog, you can create an operation to total all numeric columns on each page of a text document. There is no View Operation Properties tab page for this view operation. All columns that you have previously defined as numeric are automatically totalled when you select this view operation.t Follow these steps to total numeric columns for a text document. Step 1. Click the New Formatting button on the toolbar or select New Formatting from the Format menu. Xtnd opens the New Formatting dialog. Figure 126: New Formatting dialog 190 Systemware, Inc.

191 11 Formatting text documents, creating views Step 2. Step 3. Select Total numeric columns. Click OK. The operation is performed on the document. The following example shows a column total for the column under the QTY AVAIL heading. These are the only columns defined as numeric for this document. The two footer lines remain stationary when you scroll the page vertically, keeping the totals displayed. Figure 127: Document example showing totals for QTY AVAIL column Xtnd User Manual (July 2006) 191

192 Opening and modifying an existing view Opening and modifying an existing view This section describes the steps to open and modify an existing view for a text document. You can apply a saved view to any version or document. The usefulness of a saved view depends on the layout of the document or version to which the view may be applied. You can change a view to meet your needs for another document. If you want to modify a view but save the original view also, use the Save As command on the Format menu to create a copy of the view before making changes. To modify a text document view, open the view and use one or more of the following actions. Rearrange the order of view operations in the View Properties dialog list box. Remove one or more view operations in the View Properties dialog list box. Add one or more view operations using the toolbar, Format menu, context menu, mouse, View Properties dialog, New Formatting dialog, and View Operation Properties dialog. Modify view operations using the View Operation Properties dialog. What to expect To complete the process successfully, you should expect the following: The View Properties dialog list box shows all instructions or operations in the view. You can rearrange or remove instructions to change or correct the view. Changing a view to meet the needs of a new document may require careful planning when the document content or format differs from the original document. The order of view operations affects the outcome of the view. When you move or suppress columns or lines, you may need to modify view operations. Information in suppressed lines or columns is not available for viewing or logic comparisons. 192 Systemware, Inc.

193 11 Formatting text documents, creating views Open and modify an existing view To modify an existing view, select a view, display its properties, and add new operations or changes the properties of existing operations. The process is similar to the process of creating a view. You can create a view to use as a template, modify it for various document formats, and save it under different names. Before making modifications to a view, it is a good idea to review existing view operations in the View Properties dialog. Starting from the Open dialog Xtnd provides two ways to display the View Properties dialog. The instructions in this section outline the procedure for modifying a view by selecting a document, applying the view, and then selecting the Properties command from the Format menu. An alternate method starts from the Open dialog. Briefly, the steps are as follows: Step 1. Step 2. Click Open on the toolbar. Xtnd displays the Open dialog. Select a view (.VEW) file. Step 3. Click the Properties button, or right-click the mouse button to display the context menu and select Properties. After displaying the View Properties dialog, you can modify the view. However, you need to apply the view to a document for testing. Starting from the Format menu The following instructions describe the procedures for modifying a text document view after opening the document view from the Format menu. Depending on the modifications being made, you can use formatting commands on the toolbar, context menu, Format menu. Use the View Properties dialog to review existing view operations and to add, remove, rearrange, and modify view operations. Use the New Formatting dialog and View Operations Properties dialog to add and modify view operations. Step 1. Open and display a document. Next, select Open from the Format menu. Xtnd displays the Open dialog with available views listed in the current file cabinet. Xtnd User Manual (July 2006) 193

194 Opening and modifying an existing view Figure 128: Open dialog showing views in active file cabinet Step 2. Select a view to open and click OK. Xtnd applies the selected view to the active document. Figure 129: Document with a view applied Step 3. Display the Format menu again and select Properties. Xtnd displays the View Properties dialog. The View Properties dialog displays all view operations in the list box. 194 Systemware, Inc.

195 11 Formatting text documents, creating views Figure 130: View Properties dialog with list of view operations To rearrange the order or remove view operations, use the Remove button and move buttons (up and down arrows). To add or modify view operations, follow applicable instructions described in earlier sections of this chapter. Xtnd automatically saves the new modifications to the current view when you close the view. To modify a current view and save it without losing the view in its original format, open a view and make the changes you want. Next, use the Save As command on the Format menu to save the modified view under a new name. The original view remains intact. Both views will be available in your file cabinet. Xtnd User Manual (July 2006) 195

196 Using other text formatting commands Using other text formatting commands This section describes additional formatting commands that can be used when working with text document views. All these commands either add to or remove view operations in the View Properties dialog list box. These formatting commands are on the Format menu and operate on a text document displayed in the active document window. The Whole Width, Font, and Color commands can also be executed with buttons on the toolbar. AutoFormat - Identifies and freezes lines and column headers at the top of the page; identifies column numbers and data type (text or numeric) for each column based on the text of the current page. Set Default - Makes the current view a default for the selected document when you open the document. Clear - Displays a list of formatting options and allows you to select an active option and clear its formatting effects from the current document view. Clear All - Removes all formatting from the current document. Whole Width - Sizes the font so that the entire document width is visible. Font - Displays the Font dialog and enables you to change the font settings for an individual document. Color - Displays the Color dialog and enables you to select colors for background and text for an individual document. What to expect To complete the process successfully, you should expect the following: The View Properties dialog list box shows all instructions or operations in the view. You should review the list after executing formatting commands. The Font and Color commands on the Format menu affect only the current document. If you want to change font and color settings for all displayed documents, use the Font and Color buttons in the Options dialog accessed from the View menu. The AutoFormat command attempts to freeze lines and define text and numeric columns based on the content of the current document page. You should verify the resulting view operations added to the View Properties dialog list box. After you use the Set Default command, the current document view is opened with the Open command on the File menu. You can use the Clear All command on the Format menu to reset the document to its original view. The view is still available by using the Open command on the Format menu. 196 Systemware, Inc.

197 11 Formatting text documents, creating views Use the AutoFormat command Follow these steps to have Xtnd automatically identify and freeze lines and column headers at the top of the page and to identify column numbers and data type (text or numeric) for each column based on the text of the current page. You should review the list of view operations in the View Properties dialog after executing this command in order to ensure that the resulting instructions are satisfactory for your needs. Step 1. Step 2. Step 3. Open and display a text document. Next, from the main menu, select Format. From the Format menu, select Autoformat. Xtnd freezes lines and defines text and numeric columns automatically based on the text of the current page. Select Properties on the Format menu to review the resulting view operations in the View Properties dialog. Xtnd displays the view operations in the View Properties dialog. Figure 131: View Properties dialog Xtnd User Manual (July 2006) 197

198 Using other text formatting commands Set a default view Follow these steps to make the current view a default for the selected document when you open the document. After you use the Set Default command, the current document view is opened each time you open the document with the Open command on the File menu. You can use the Clear All command on the Format menu to reset the document to its original view. The view is still available by using the Open command on the Format menu. Step 1. Open a text document view. Xtnd displays document with view applied. Figure 132: Document view to be saved as default view Step 2. Step 3. Select Set Default on the Format menu. Xtnd makes the current view the default when opening the document. If you look at the Format menu now, you will notice that the Close and Set Default commands are no longer active on the Format menu. Because this view is now the default view for opening and closing the document, you must use the Open and Close commands on the File menu to open this document view. To cancel the action at a later time, use the Clear All command on the Format menu to restore the document view to its original form. You will then be able to open and close a view from the Format menu again. To close the document view, select Close on the File menu. Xtnd closes the document with the current view set as the default view. Each time you open the document from the File menu or toolbar, the default view is displayed automatically. 198 Systemware, Inc.

199 11 Formatting text documents, creating views Clear a view operation from a text document Follow these steps to delete individual view operations using the Clear command on the Format menu. You can clear or delete these view operations with the Clear command: Font Color Freeze Lines Freeze Columns Column Headers Column Footers You can also clear or delete these and other individual view operations by using the Remove button in the View Properties dialog. Step 1. Step 2. Open a text document view and select Format on the main menu. Xtnd displays the Format menu options. Select Clear on the Format menu. Xtnd displays a list of menu options for the Clear command. (Only those view operations present in the currently displayed view are active on the Clear menu list.) Figure 133: Format menu showing Clear submenu Step 3. Select an option from the Clear menu list. Xtnd clears or removes the selected view operation from the document view and displays the document view again without that operation. All other view operations remain intact. Xtnd User Manual (July 2006) 199

200 Using other text formatting commands Clear all formatting from a displayed text document Follow these steps to clear or delete all view operations from a text document. After executing this command, the document in the current window returns to its original format without any view operations applied. Clearing all formatting from a document does not delete a saved view from the file cabinet. You can open the view from the Format menu to apply the formatting again. Step 1. Open a text document view and select Format on the main menu. Xtnd displays the Format menu options. Figure 134: Format menu with open view Step 2. Select Clear All on the Format menu. Xtnd displays a message asking you to confirm the action. 200 Systemware, Inc.

201 11 Formatting text documents, creating views Step 3. Select Yes to remove all formatting from the displayed document view. Xtnd removes all formatting from the document and displays the document again in its original form. Clearing all formatting does not eliminate the saved view from the file cabinet. The view is still available in the file cabinet and can be opened again from the Format menu. Figure 135: Text document after clearing all formatting Xtnd User Manual (July 2006) 201

202 Using other text formatting commands Use the Whole Width command Follow these steps to size the font for the document in the current window so that the entire document width is visible in the window. The Whole Width command becomes inactive after you execute it. It automatically becomes available again if you resize the window and the document width exceeds the window width. Step 1. Open a text document and select Format on the main menu. Xtnd displays Format menu options. Figure 136: Format menu 202 Systemware, Inc.

203 11 Formatting text documents, creating views Step 2. Select Whole Width on the Format menu. Xtnd sizes the font so that the entire document width is visible in the document window. You can click the WholeWidth button on the toolbar to execute this command. Figure 137: Text document view with entire width visible in window Xtnd User Manual (July 2006) 203

204 Using other text formatting commands Note: Xtnd adds a Font view operation to the list in the View Properties dialog when you execute the Whole Width command. Figure 138: View Properties dialog showing view operation 204 Systemware, Inc.

205 11 Formatting text documents, creating views Use the Font command for an individual text document Follow these steps to change the font settings for an individual document using the Font dialog. The Font command on the Format menu affects only the current document. If you want to change font settings for all displayed documents, use the Font button in the Options dialog accessed from the View menu. Step 1. Open a text document and select Font on the Format menu. Xtnd displays the Font dialog. Figure 139: Font dialog for an individual document Step 2. Select a font, font style, and size. Click OK. Xtnd displays the document in the selected font. Xtnd adds a Font view operation to the view properties list when you execute the Font command. Xtnd User Manual (July 2006) 205

206 Using other text formatting commands Figure 140: Text document view with new font 206 Systemware, Inc.

207 11 Formatting text documents, creating views Use the Color command for an individual text document Follow these steps to change the text and background color settings for an individual document using the Color dialog. The Color command on the Format menu affects only the current document. If you want to change color settings for all displayed documents, use the Color button in the Options dialog accessed from the View menu to open the Default tab page in the Color dialog. Step 1. Open a text document and select Color on the Format menu. Xtnd displays the Document tab page in the Color dialog. Figure 141: Color dialog for an individual document Note: To change Xtnd default text and background colors for all documents, access the Default tab page in the Color dialog using the Options command on the View menu. Xtnd User Manual (July 2006) 207

208 Using other text formatting commands Step 2. Select text and background colors. Click OK. Xtnd displays the document again with the selected text and background colors. Figure 142: Text document after changing text and background colors Note: Xtnd adds a Color view operation to the view properties list on the View tab page of the View properties dialog box when you execute the Color command. 208 Systemware, Inc.

209 11 Formatting text documents, creating views Charting text document data Using a few simple commands, you can generate and customize bar charts, pie charts, and graphs of text document data. This section describes the steps for two different approaches to creating charts: Selecting data and creating an ad hoc chart from only that data (generally for a onetime situation) Creating a chart from a saved view in order to use the chart for any page of the view and to save it as a template The chart feature is accessed from the context menu when a text document view is displayed. From the Open dialog, you can use Xtnd s drag-and-drop feature to copy or open a chart. Drag and drop it to a document window in another Xtnd window to display it. Drag and drop it to an message to send as an attachment. If you have stored a chart in a Windows folder or on your desktop (from an message, for example), you can drag and drop it into the Open dialog to store it in your Xtnd file cabinet; or you can drag and drop it to your Xtnd document window to display it. What to expect To complete the process successfully, you should expect the following: When creating a chart to save as a template for future use, you should freeze lines and column headers to keep the document title and column headers from becoming part of the chart data. It is helpful to create a view expressly for a chart that will be used repeatedly. For example, you can suppress columns that are not needed, freeze lines and column headers, and so on. When you select a portion of a text document, you can quickly get a chart of only that data. If you create a chart that is not part of a view and want it to be available for future use, you must save the chart from File menu. From the Edit menu, you can copy a chart to another application. Xtnd User Manual (July 2006) 209

210 Charting text document data Build a chart from selected data Use the following steps to select data for a one-time or ad hoc chart, choose the type of chart needed, and customize the chart title and labels. Step 1. Select the data to be charted. Drag the mouse across the columns and fields to be charted. When you select data with the mouse, a dotted box appears around the selected data. Figure 143: Document view showing data selected Step 2. With the cursor in the document text area, click the right mouse button. The context menu appears, with Chart as a list item. Figure 144: Context menu 210 Systemware, Inc.

211 11 Formatting text documents, creating views Step 3. On the context menu, select Chart. Xtnd opens the Chart Properties General tab dialog. Figure 145: Chart Properties General tab dialog Enter the following information in this tab page. Field: Chart type... Display... Fill type Foreground Background Font Description: Select the Line (graph), Bar, 3D Bar, or Pie radio button to indicate which type of chart to create. Check applicable option boxes to specify characteristics for the displayed chart. (All are checked by default.) Chart title - Displays chart title at the top of the chart page. Data values - Displays values for each point (line, bar, or pie) on the chart. Axis titles - Displays titles for X-axis at the bottom of the chart page and for the Y-axis along the left edge. Data labels - Displays labels for the Y-axis. Horizontal grid lines - Displays horizontal grid lines for line or bar chart. Border - Displays a frame around the chart. Select chart data colors from the drop-down list box. Select chart foreground color (chart words and outlines) from the drop-down list box. Select chart background color from the drop-down list box. Select chart font style from the drop-down list box. Xtnd User Manual (July 2006) 211

212 Charting text document data Step 4. Type a new title in the Title field. Choose the type of chart and other options. The title and selected options are displayed in the General tab page. Figure 146: Chart Properties General tab dialog customized 212 Systemware, Inc.

213 11 Formatting text documents, creating views Step 5. Click the Labels tab and enter information for the X-axis of the chart. The Labels tab dialog is used to specify labels and a title for the X-axis. Figure 147: Chart Properties Labels tab dialog Enter information for the X-axis of the chart in this tab page. Field: X-Axis Label Labels From Other Columns Description: Type a label for the X-axis (horizontal axis). In the list box, select one of the following for the X-axis labels: Selection - Use the selected text area for X-axis labels. Defined columns from a view - Xtnd displays any define-columns view operations from the View Properties dialog list box. You can select a define-columns view operation to provide labels for the X-axis of the chart. Other - Indicates that you want to specify column numbers in the Other Columns field for the X-axis labels. If you selected Other in the Labels from list box, enter the column numbers for the X-axis labels. For this ad hoc chart created with selected data, Other was selected in the Labels From list box. Therefore, column numbers for the X-axis are entered in the Other Columns field. Xtnd User Manual (July 2006) 213

214 Charting text document data Step 6. Click the Data tab and enter information for the Y-axis of the chart. The Data tab dialog is used to specify a title and the source of the data for the Y-axis. Figure 148: Chart Properties Data tab dialog Enter information for the Y-axis of the chart in this tab page. Field: Y-axis title Data from Other columns Add this chart to the current view Description: Type a label for the Y-axis (vertical axis). In the list box, select one of the following for the Y-axis data: Selection - Use the selected text area for Y-axis chart data. Defined columns from a view - Xtnd displays any definecolumns view operations from the View Properties dialog list box. You can select a define-columns view operation to provide data for the Y-axis of the chart. Other - Indicates that you want to specify column numbers in the Other Columns field and use this data for the Y-axis data. If you selected Other in the Data from list box, enter the column numbers for the Y-axis data. Check this box to add the chart to the view when the document is opened and a view is applied. The chart is automatically displayed along with the document. (This box is checked by default.) 214 Systemware, Inc.

215 11 Formatting text documents, creating views For this ad hoc chart created with selected data, Selection was selected in the Data from list box. Therefore, the data in the selected columns will be used as chart data for the Y-axis. Step 7. Click OK. The chart is displayed in the document window. Figure 149: Example chart created from selected data Because this chart was created with selected data only, rather than for a document view and all its pages, it contains only the selected data and cannot be used for other data in the document. Use the chart-type buttons, or select a Chart Type option on the context menu list, to display the chart in different formats (Line, Bar, 3D Bar, Pie). Click the Properties button, or select Properties on the context menu, to display the Properties dialog to modify chart characteristics. Use the Copy button, or select Copy on the Edit menu, to copy the chart to the Clipboard for use in another application. Step 8. If you want to save this chart, select Save As on the File menu. The chart is saved in your file cabinet. To open the chart again, use the Open command on the File menu or on the toolbar. Charts are opened the same way you open a document in your file cabinet. Xtnd User Manual (July 2006) 215

216 Charting text document data Build a chart to save as a template for a text document view Use the following steps to create a chart from a saved view created expressly for the chart and to save the chart to use as a template for future text documents. If you intend to save this chart format for later use, create a view specifically for the chart data you want. You can create view operations to perform actions such as freeze chart title lines and column headers, suppress unwanted lines and columns, and define numeric and text columns. Step 1. Open the document and the view to be charted. Xtnd displays the document view with frozen lines and shows columns that were not suppressed. Figure 150: Document view created for chart Step 2. With the cursor in the document data field, click the right mouse button. The context menu appears, with Chart as a list item. 216 Systemware, Inc.

217 11 Formatting text documents, creating views Step 3. On the context menu, select Chart. Xtnd opens the Chart Properties General tab dialog. Figure 151: Chart Properties General tab dialog Enter the following information in this tab page. Field: Chart type... Display... Fill type Foreground Background Description: Select the Line (graph), Bar, 3D Bar, or Pie radio button to indicate which type of chart to create. Check applicable option boxes to specify characteristics for the displayed chart. (All are checked by default.) Chart title - Displays chart title at the top of the chart page. Data values - Displays values for each point (line, bar, or pie) on the chart. Axis titles - Displays titles for X-axis at the bottom of the chart page and for the Y-axis along the left edge. Data labels - Displays labels for the Y-axis. Horizontal grid lines - Displays horizontal grid lines for line or bar chart. Border - Displays a frame around the chart. Select chart data colors from the drop-down list box. Select chart foreground color (chart words and outlines) from the drop-down list box. Select chart background color from the drop-down list box. Xtnd User Manual (July 2006) 217

218 Charting text document data Field: Font Step 4. Description: Select chart font style from the drop-down list box. Type a new title in the Title field. Choose the type of chart and other options. The title and selected options are displayed in the General tab page. Figure 152: Chart Properties General tab dialog customized 218 Systemware, Inc.

219 11 Formatting text documents, creating views Step 5. Click the Labels tab and enter information for the X-axis of the chart. The Labels tab dialog is used to specify labels and a title for the X-axis. Figure 153: Chart Properties Labels tab dialog Enter information for the X-axis of the chart in this tab page. Field: X-axis title Labels from Other columns Description: Type a label for the X-axis (horizontal axis). In the list box, select one of the following for the X-axis labels: Selection - Use the selected text area for X-axis labels. Defined columns from a view - Xtnd displays any define-columns view operations from the View Properties dialog list box. You can select a define-columns view operation to provide labels for the X-axis of the chart. Other - Indicates that you want to specify column numbers in the Other Columns field for the X-axis labels. If you selected Other in the Labels from list box, enter the column numbers for the X-axis labels. For this chart created from a view to become a chart template, a define-columns view operation was selected for the X-axis. Xtnd User Manual (July 2006) 219

220 Charting text document data Step 6. Click the Data tab and enter information for the Y-axis of the chart. The Data tab dialog is used to specify a title and the source of the data for the Y-axis. Figure 154: Chart Properties Data tab dialog Enter information for the Y-axis of the chart in this tab page. Field: Y-axis title Data from Other columns Add this chart to the current view Description: Type a label for the Y-axis (vertical axis). In the list box, select one of the following for the Y-axis data: Selection - Use the selected text area for Y-axis chart data. Defined columns from a view - Xtnd displays any define-columns view operations from the View Properties dialog list box. You can select a define-columns view operation to provide data for the Y-axis of the chart. Other - Indicates that you want to specify column numbers in the Other Columns field and use this data for the Y-axis data. If you selected Other in the Data from list box, enter the column numbers for the Y-axis data. Check this box to add the chart to the view when the document is opened and a view is applied. The chart is automatically displayed along with the document. (This box is checked by default.) For this chart created from a view to become a chart template, a define-columns view operation was selected for the Y-axis. Therefore, the column range will be used as chart data for the Y-axis. 220 Systemware, Inc.

221 11 Formatting text documents, creating views Step 7. Click OK. The chart is displayed in the document window. Figure 155: Example chart created from view to use as template Use the chart-type buttons, or select a Chart Type option on the context menu list, to display the chart in different formats (Line, Bar, 3D Bar, Pie). Click the Properties button, or select Properties on the context menu, to display the Properties dialog to modify chart characteristics. Use the Copy button, or select Copy on the Edit menu, to copy the chart to the Clipboard for use in another application. Step 8. If you want to save this chart, select Save As on the File menu. Xtnd displays the Save As dialog. Figure 156: Saving a chart in a file cabinet Xtnd User Manual (July 2006) 221

222 Charting text document data This chart contains more charted values because it was created for any page of a view rather than only for data selected with the mouse. When you add this chart to the document view or open a chart as part of the document view, you can browse the pages of the document and Xtnd automatically charts the current page. This example shows the document and chart windows tiled vertically to make it easy to browse the document text and associated chart. Figure 157: Chart opened with document view You can print the chart using the landscape print option, or you can copy and paste the chart to another application. The graphics format is Windows Metafile (WMF extension). You can reformat the chart at any time via the toolbar or the context menu. And, once saved, you can open the chart again, use the Open command on the File menu or on the toolbar. Charts are opened the same way you open a document or document in your file cabinet. 222 Systemware, Inc.

223 11 Formatting text documents, creating views Create a view operation to open a view in chart form Follow these steps to apply a saved chart to text document data. Using the New Formatting dialog and the View Operation Properties dialog, you can specify the chart location, which becomes part of the document s view properties. Step 1. Step 2. Open the text document that you want to display as a chart. Xtnd displays the document in an Xtnd window. If you always want to use this document view for a chart, it is best to suppress unneeded data before creating a chart. Refer to earlier sections in this chapter for details about creating charts. Click the New Formatting button on the toolbar or on the context menu; or, select Properties on the Format menu and click Add in the View Properties dialog. Xtnd opens the New Formatting dialog. Figure 158: New Formatting dialog Step 3. Select Open a chart with this document and click OK. Xtnd displays the Chart tab page in the View Operation Properties dialog. Figure 159: Chart tab page in the View Operation Properties dialog Xtnd User Manual (July 2006) 223

224 Charting text document data Step 4. Click the Browse button to find and select the chart you want to open with this document. Xtnd automatically enters the drive and folder address of the selected chart into the View Operation Properties dialog box. (The chart must have been previously created with Xtnd s charting feature, discussed earlier in this chapter.) Figure 160: View Operation Properties dialog showing chart name Step 5. Click OK. The chart-open operation is added to the View Properties dialog. Figure 161: View Properties dialog with chart name 224 Systemware, Inc.

225 11 Formatting text documents, creating views Step 6. To open the chart with the text document data, select the chart operation in the View Properties dialog and click OK. The chart is displayed in an Xtnd window. (If you always want to display this document view as a chart rather than a text document, create the chart with the Add the Chart to Current View option. Refer to sections earlier in this chapter for details about creating charts.) Figure 162: Chart opened with data from document view When you open a chart as part of the document view, you can browse the pages of the document and Xtnd automatically charts the current page. This example shows the document and chart windows tiled vertically to make it easy to browse the document text and associated chart. Xtnd User Manual (July 2006) 225

226 Using the Compute menu with text documents Using the Compute menu with text documents This section describes the steps to use the Compute menu when a text document is displayed. The Compute menu provides an ad hoc method to apply a set of mathematical functions to a collection of numbers. The Compute menu is activated after you select an area of a displayed text document, click the right mouse button with the mouse pointer in the selected area, and select Compute on the context menu. Figure 163: Context menu showing Compute menu options When you select a Compute menu option, Xtnd displays the computation results at the bottom of the document window at the far left side of the status bar. If the selected text area does not contain any numbers, the displayed result will be zero. The available Compute menu functions are: Sum - Adds the selected numbers and displays the total. Mean - Adds the selected numbers and divides by the number of items in the list and displays the average. Median - Determines the middle value in the list, which is the value half way between the minimum and maximum value in the list. For an even group of numbers, this value is the number half way between the two middle values in the list. Count - Counts how many numbers are in the selected list. Minimum - Determines the smallest value in the list of numbers. Maximum - Determines the largest value in the list of numbers. What to expect To complete the process successfully, you should expect the following: Compute menu functions provide a result in the Status Bar, but the result is not saved and disappears from the Status Bar when you perform another action. Compute menu functions do not check to determine whether selected text is alphabetic or numeric. If you select text that contains no numbers, the displayed result will be zero. The Compute selection is available on the context menu only when you select a text area and click the right mouse button while the mouse pointer is within the selected area. 226 Systemware, Inc.

227 11 Formatting text documents, creating views Perform computations with text document data Use the following steps to perform computations with numbers in a text document. Step 1. Step 2. Begin by opening and displaying a text document. Next, select the collection of numbers for which you want to perform a computation. The selected area of the text document is outlined. With the mouse pointer in the selected area, click the right mouse button to activate the context menu and select Compute to display the Compute menu list. Xtnd displays the Compute menu. Figure 164: Compute menu Xtnd User Manual (July 2006) 227

228 Using the Compute menu with text documents Step 3. On the Compute menu, select the computation type that you want to perform. Xtnd displays the result of the computation in the status bar in the lower left corner of the window. Figure 165: Computation result in status bar 228 Systemware, Inc.

229 11 Formatting text documents, creating views Xtnd User Manual (July 2006) 229

230 Using the Compute menu with text documents 230 Systemware, Inc.

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232 Using the Compute menu with text documents 232 Systemware, Inc.

233 11 Formatting text documents, creating views Xtnd User Manual (July 2006) 233

234 Using the Compute menu with text documents 234 Systemware, Inc.

235 12 Formatting graphics documents This section describes the steps to use formatting commands in a graphics document. Xtnd provides reformatting capabilities for graphics documents to allow you to change the ways Xtnd displays and uses images. Using the Format menu and toolbar buttons, you can set up a view to meet your needs. When you format an IBM AFP graphics document, Xtnd saves the applied formatting for future use until you reset formatting to the document s original view. An IBM AFP graphics document must be stored in a file cabinet before you can change the formatting and save it. If a document has been indexed, its format will include only the information available to you through that index. Important note about formatting Xerox DJDE/metacode documents: Depending on the type of content server connection you use, Xtnd supports Xerox DJDE/metacode graphics documents differently. If you use a direct or native TCP/IP connection, DJDE/metacode documents are displayed in PDF format in your default PDF viewing application. If you use a Telnet TN3270 (TCP/IP) connection (Xtnd 2.6 only), DJDE/metacode documents are displayed within the Xtnd interface. Therefore, references to formatting DJDE/metacode documents from within the Xtnd interface are only applicable if you use a Telnet connection to a content server. Formatting commands differ for IBM AFP and Xerox DJDE/metacode graphics documents. Formatting commands for graphics documents are available on the Format menu. In addition, some formatting commands are available on the toolbar or the context menu. IBM AFP GRAPHICS DOCUMENT: XEROX DJDE/METACODE GRAPHICS DOCUMENT: Figure 166: Format menus for graphics documents This section is organized as follows: Instructions for IBM AFP graphics document formatting commands - Reset - Rotate - Zoom In, Zoom Out, Set Zoom Factor - Scale To Fit Xtnd User Manual (July 2006) 235

236 Reference: formatting commands - Images - Paper Size - Edit Font (available on the context menu only) Instructions for Xerox DJDE/metacode graphics document formatting commands (applicable for Xerox documents displayed with a Telnet connectin in Xtnd 2.6 only; with a native TCP/IP connection, Xerox documents are converted to PDF documents and can be opened in Adobe Reader.) - Rotate - Zoom In, Zoom Out - Highlight, Shading Reference: formatting commands The following two tables summarize formatting commands for IBM AFP and Xerox DJDE/metacode graphics documents, respectively. This table summarizes Format menu and toolbar commands for IBM AFP graphics documents. The Scale To Fit command is available after you select an area of data with the mouse. The Edit Font command is available only on the context menu after you select an area of data with the mouse. This command on the Format menu... Reset Rotate Zoom In Zoom Out Set Zoom Factor Scale To Fit Or this button on the toolbar... Performs this task... Restores the document to its original default view before any formatting was applied. Displays the Page Rotation dialog to change the orientation of the displayed page. Increases the page magnification factor to the next larger standard value. Standard values are 50%, 90%, 100%, 125%, and 150%. Decreases the page magnification factor to the next lower standard value. Standard values are 50%, 90%, 100%, 125%, and 150%. Sets the page magnification factor to one of the standard values or to any value you specify between 38% and 2000%. Standard values are 50%, 90%, 100%, 125%, and 150%. Scales the selected area to fit the width of the Xtnd window. When you select an area of the screen this menu option and the toolbar button will be active. You will also find it on the context menu when an area is selected. 236 Systemware, Inc.

237 12 Formatting graphics documents This command on the Format menu... Images Paper Size Edit Font (context menu only) Or this button on the toolbar... Performs this task... Sets the appearance, including color, of graphics in an IBM AFP document. Normal - Displays the image as darkly as possible which may hide text inside shaded areas (default). Light - Displays the image as lightly as possible and displays text inside shaded areas. Color - Presents a menu of six colors from which you can select. None - Renders the images invisible in the view. Enables you to choose the paper size you want the displayed document to simulate. The paper size should match that of the printer on which you print the document. Allows those with font administration authority to change presentation text in an IBM AFP document. After selecting an area of text, select Edit Font on the context menu to display the Font dialog and change the font used to display IBM AFP documents. This table summarizes Format menu and toolbar commands for Xerox DJDE/metacode graphics documents (applicable for formatting Xerox documents in Xtnd 2.6 when using a Telnet connection only). This command on the Format menu... Rotate Zoom In Zoom Out Highlight Or this button on the toolbar... Performs this task... Changes the orientation of the displayed page. Each time you use this command, the page orientation is changed 90 degrees in a clockwise direction. Increases the page magnification factor to the next larger standard value. Decreases the page magnification factor by the next lower standard value. Standard values are 13%, 25%, 38%, 50%, 63%, 75%, 88%, 100%. Assigns color to areas of a document that contains color instructions specified when the document was originally created. Normal - Displays colors that were specified when the document was originally created. Red, Yellow, Green, Cyan, Blue, Magenta - Changes color areas of the document to the selected color Xtnd User Manual (July 2006) 237

238 Using graphics document formatting features This command on the Format menu... Shading Or this button on the toolbar... Performs this task... Assigns a shading factor to areas of a document that contains shading instructions specified when the document was originally created. Normal - Displays the document areas like the document was created (default). Light - Displays the document areas as lightly as possible. Medium - Displays the document areas with medium shading factor. Dark - Displays the document areas as darkly as possible. None - Removes all shading from the document. Using graphics document formatting features This section describes the steps to apply formatting to graphics documents (IBM AFP and Xerox DJDE/metacode documents). Formatting for IBM AFP documents is retained when you close the document. The Reset command on the Format menu restores the document to its original form. What to expect To complete the processes successfully, you should expect the following: An IBM AFP graphics document must be stored in a file cabinet before you can change the formatting and save it. You can save IBM AFP graphics document formatting, but it does not appear in the file cabinet. It is saved as part of the document itself. You cannot save Xerox DJDE/metacode document formatting. Formatting for Xerox DJDE/metacode documents includes setting the zoom factor, changing the page orientation, and highlighting or shading a selected area. The Highlight and Shading commands are available for Xerox DJDE/metacode documents only. You can use the Images>None command to display an IBM AFP graphics document without graphics images to improve performance. 238 Systemware, Inc.

239 12 Formatting graphics documents Save and reset formatting for an IBM AFP document These instructions illustrate the process to add an IBM AFP graphics document to your file cabinet, open it and apply formatting, and save the formatted document. Next, it shows how to reset the document to its original default view with the Reset command on the Format menu. Step 1. Step 2. Add the IBM AFP document to your file cabinet. Xtnd adds the document to the list of items in your file cabinet. Open the graphics document from your file cabinet. Xtnd displays the graphics document in an Xtnd window. Figure 167: IBM AFP graphics document before applying formatting Step 3. Select a specific area, if appropriate, and apply each formatting operation using the Format menu, toolbar, context menu, and dialog boxes. Each view formatting instruction or operation is performed on the graphics document data and displayed accordingly. Xtnd User Manual (July 2006) 239

240 Using graphics document formatting features Figure 168: IBM AFP graphics document with formatting applied (See following sections for instructions on how to apply each applicable formatting instruction to the IBM AFP graphics document.) Step 4. Step 5. To save the formatting, close the document. Xtnd saves the last formatted view in your file cabinet. The next time you open the document, Xtnd opens it with the last formatting settings. To reset the document to its original default view, select the Reset command on the Format menu. Xtnd resets the document to its original default view. 240 Systemware, Inc.

241 12 Formatting graphics documents Rotate an IBM AFP document Using the Rotate command on the Format menu, you can rotate the page orientation for an IBM AFP graphics document view. You can also display the document pages twoup or four-up in the Xtnd window. Follow these steps to rotate an IBM AFP graphics document view. Figure 169: IBM AFP document Step 1. With the document view displayed, select Rotate on the Format menu. Xtnd displays the Page Rotation dialog. Figure 170: Page Rotation dialog Step 2. Select the page orientation you want and click OK. Xtnd displays the document with the requested formatting. Xtnd User Manual (July 2006) 241

242 Using graphics document formatting features Change the zoom factor for an IBM AFP document Using the Zoom In, Zoom Out, and Set Zoom Factor commands on the Format menu, you can change the page magnification factor for an IBM AFP graphics document. You can click the Zoom In (next larger value) and Zoom Out (next smaller value) buttons on the toolbar or select the Zoom In and Zoom Out commands on the Format menu for the following standard magnification factors: 50%, 90%, 100%, and 150%. Follow these steps to change the page magnification factor for an IBM AFP graphics document. Step 1. With the document view displayed, select Set Zoom Factor on the Format menu. Xtnd displays the Zoom dialog. Figure 171: Zoom dialog Step 2. Select a standard-value radio button or enter any value between 38% and 2000% in the list box. Click OK. Xtnd displays the document with the requested zoom factor. Figure 172: Document with changed zoom factor 242 Systemware, Inc.

243 12 Formatting graphics documents Scale an IBM AFP document area to fit the Xtnd window Using the Scale To Fit command on the Format menu, toolbar, or context menu, you can scale the selected area of an IBM AFP graphics document to fit the width of the Xtnd window. To reset the window, you can use the Reset, Zoom In, Zoom Out, or Set Zoom Factor commands. Follow these steps to scale the selected area to fit the Xtnd window. Step 1. Select the area of the document that you want to magnify. Xtnd draws a line around the selected area. Figure 173: Selected area of IBM AFP graphics document Xtnd User Manual (July 2006) 243

244 Using graphics document formatting features Step 2. Select Scale To Fit on the Format menu. The selected document area is magnified to fit the Xtnd window. Figure 174: Selected area of document scaled to fit Xtnd window 244 Systemware, Inc.

245 12 Formatting graphics documents Set appearance of images in an IBM AFP document Using the Images command on the Format menu, you can set the appearance, including color, of images in an IBM AFP graphics document. The settings allow you to increase display performance at the expense of image fidelity. Options in order of improving performance are: Normal - Displays the image as darkly as possible which may hide text inside shaded areas (default). Light - Displays the image as lightly as possible and displays text inside shaded areas. Color - Presents a menu of six colors from which you can select. None - Renders the images invisible in the view. Follow these steps to change the appearance of images in a graphics document. Step 1. Step 2. With the document displayed, select Format on the main menu. Xtnd displays the Format menu. To change the appearance of images in the document, select Images on the Format menu. Xtnd displays the Images selection menu. (The Color selection menu is also displayed when you select the Color option on the Images selection menu.) Figure 175: Format menu showing Images selection menu Step 3. Select a setting from the Images menu. Xtnd displays the document with the new setting. You can select None on the Images menu to display the document without images. Xtnd User Manual (July 2006) 245

246 Using graphics document formatting features Set paper size you want a displayed IBM AFP document to simulate Using the Paper Size command on the Format menu, you can choose the paper size you want the displayed IBM AFP graphics document view to simulate. The paper size should match that of the printer on which you print the document. Follow these steps to change the paper-size setting for an IBM AFP graphics document view. Step 1. With the document view displayed, select Paper Size on the Format menu. Xtnd displays the Paper Size dialog. Figure 176: Paper Size dialog Step 2. Select a setting that matches your printer. Click OK. Xtnd displays the document view to simulate the selected paper size. Check the Autosize box to view your documents on the default page size as defined by the displayed document. If the document you are viewing has no internal definition for paper size (for example, an ASCII file), it is displayed using the default paper size (8.5 x 11 inches) or a paper size you select in the Paper Sizes list box. Note: Clear the check from the Autosize check box before selecting a setting manually in the Paper Size dialog box. 246 Systemware, Inc.

247 12 Formatting graphics documents Use Edit Font command to change fonts in displayed AFP documents Use the Edit Font command to interactively change the font used to display presentation text in IBM AFP documents. Changing fonts for displayed documents does not affect printed documents. To change fonts in displayed IBM AFP documents, you must have authority for font administration, which means that you can write to the Xtnd font files. When you select an area of document text and select the Edit Font command from the context menu, Xtnd changes the font used to display IBM AFP document text to the font it can most closely approximate. You can use the Undo command to negate changes to fonts. Follow these steps to change the font setting for displayed IBM AFP graphics documents. Step 1. Select an area of text in a displayed IBM AFP document and right-click the mouse. Xtnd displays the context menu with the Edit Font command. Figure 177: Edit Font command on context menu Xtnd User Manual (July 2006) 247

248 Using graphics document formatting features Step 2. Select the Edit Font command. Xtnd displays the Font dialog to allow you to select font characteristics. Figure 178: Font dialog Step 3. Select the font, style, and size you want to use. Click the OK button. Xtnd closes the dialog and displays documents using the new font characteristics. 248 Systemware, Inc.

249 12 Formatting graphics documents Rotate a Xerox DJDE/metacode document Using the Rotate command on the Format menu, you can rotate the page orientation for a Xerox DJDE/metacode graphics document view. Each time you use this command, the page orientation is moved 90 degrees in a clockwise direction. Follow these steps to rotate a Xerox DJDE/metacode graphics document view. Step 1. Step 2. With the document view displayed, select Format on the main menu. Xtnd displays the Format menu. Select Rotate on the Format menu. Xtnd rotates the document 90 degrees clockwise each time you select the Rotate command (Alt-R). Xtnd User Manual (July 2006) 249

250 Using graphics document formatting features Change the zoom factor for a Xerox DJDE/metacode document Using the Zoom In and Zoom Out commands on the Format menu, you can change the page magnification factor for a Xerox DJDE/metacode graphics document view. The Zoom In and Zoom Out commands are also available on the toolbar to change the magnification factor to the next larger or smaller value in the range between 12% and 150%. Follow these steps to change the page magnification factor for a Xerox DJDE/metacode graphics document view. Step 1. Step 2. With the document displayed, select Format on the main menu. Xtnd displays the Format menu. To change the magnification factor of the displayed document, select Zoom In (next larger value) or Zoom Out (next smaller value) on the Format menu. Xtnd displays the document with the requested zoom factor. 250 Systemware, Inc.

251 12 Formatting graphics documents Highlight or shade areas of a Xerox DJDE/metacode document Using the Highlight command on the Format menu, you can set the color of background and text areas of a Xerox DJDE/metacode graphics document that contains color instructions specified when the document was originally created. Using the Shading command on the Format menu, you can assign a shading factor to areas of a Xerox DJDE/metacode graphics document that contains shading instructions specified when the document was originally created. Follow these steps to assign color or shading to a Xerox DJDE/metacode graphics document view. Step 1. Step 2. Step 3. Step 4. With the document displayed, select Format on the main menu. Next, select Highlight to display the Highlight menu. Xtnd displays the Highlight menu list. To change the background or text color of the displayed document, select a color from the Highlight menu. Xtnd displays the document with the selected color. To change the shading of a selected area of the displayed document, select Shading on the Format menu. Xtnd displays the Shading menu selections. Select a shading factor from the Shading menu. Xtnd displays the document again with the selected shading factor applied to the document. Xtnd User Manual (July 2006) 251

252 Using graphics document formatting features 252 Systemware, Inc.

253 13 Creating document notes This chapter describes how to use the notes feature to add and maintain annotations to a document with attached notes. Using these electronic sticky notes, an individual can place comments about the document or instructions to others in the note. Attached notes are represented with sticky note icons. You can add notes that can be shared with other users, and you can attach notes to a document globally in addition to attaching them to a specific location on a text document page. These global notes are represented by a document icon. Shared notes are normally stored in a database at a central location (possibly set up by a system administrator) on the network in order to enable access by other users in a work group who need to view or add notes about the document data. The definition of an administrator of a shared notes database is one who can do the following: define note templates or formats for shared notes delete shared notes (no one can edit shared notes, but an administrator can delete shared notes) Note: Implementing shared notes requires Windows 2000 or later in order to set up filelevel security. You can add notes to graphics (IBM AFP and Xerox DJDE/metacode) documents as well. However, page-level notes are not displayed on the page. The sticky note icons appear in the Report Notes List dialog, but not on individual document pages. When adding a note to an IBM AFP graphics document, you can select an area of the document to display the context menu with the Add Note command; you must specify note scope in the Add Note dialog (report or page). Note: Depending on the type of content server connection you use, Xtnd supports Xerox DJDE/metacode graphics documents differently. If you use a direct or native TCP/IP connection, DJDE/metacode documents are displayed in PDF format in your default PDF viewing application. If you use a Telnet TN3270 (TCP/IP) connection (Xtnd 2.6 only), DJDE/metacode documents are displayed within the Xtnd interface. Therefore, references to creating notes for DJDE/metacode documents are only applicable if you use a Telnet connection to a content server. Options for notes are: Access - Private for an individual user, represented by a yellow sticky note or document icon; or Shared, represented by a blue sticky note or document icon. Private notes are stored in a user s private folder. Shared notes are normally stored in a database at a central location on the network. The Settings tab in the Notes Properties dialog, accessed with the Properties command on the Notes menu, allows you to hide or display notes on document pages (alternative to using the Notes Xtnd User Manual (July 2006) 253

254 Creating document notes command or toolbar toggle button) and to change the length of the text field for the default note definition if there is no template or mask in the SWNOTES.INI file for the document. The Files tab in the Notes Properties dialog allows you to display the path location for shared notes and display or specify the path for the SWNOTES.INI file that contains masks or note templates for shared-notes data fields (definitions path can be modified only when there are no documents open). Figure 179: Notes Properties Settings tab Figure 180: Notes Properties Files tab Scope - Page represented by a visible pinned yellow or blue sticky note on the document page (notes for graphics documents are displayed in the Report Notes List dialog only); or Report, in which case a document icon is shown in the Report Notes List dialog, accessible from the Notes menu. Because this note is global to the document, rather than attached to an individual page, there is no visible icon displayed on the document. The icon in the Report Notes List dialog is a yellow or blue document. Xtnd has a Notes menu to enable you to add notes, list all notes for a document, or access the Notes Properties dialog. In addition, you can perform notes file maintenance, create a notes detail document, or export a file for use in an external application such as a spreadsheet. Page notes can still be added using the context menu. The context menu shows the Add Note command when you click the right mouse button to activate it in a document location that does not currently contain a note. (For an IBM AFP document, you must select an area of the document before you click the right mouse button to activate the context menu.) The context menu shows the Edit Note, Delete Note, and View Note commands when you position the mouse pointer on an existing note before clicking the right mouse button. 254 Systemware, Inc.

255 13 Creating document notes Figure 181: Context menu with notes commands When you select text before accessing the context menu in a text document, the context menu will include the Add Note command and text formatting commands such as Copy, Freeze Lines, and Suppress Columns. Select Maintenance on the Notes menu to display the Maintenance menu. From this menu, you can create a new shared notes database or locate and delete orphaned notes files, which are notes files that are candidates for deletion because the contentserver (Xptr or Xptr DS) document version no longer exists. Figure 182: Maintenance menu You can use the Construct Catalog command to rebuild the notes catalog in the event that there are problems with it. Use this command only when the notes database is not being accessed. Xtnd User Manual (July 2006) 255

256 Working with document notes Working with document notes This section describes how to add, modify, and delete notes for Xtnd documents. What to expect To complete the process successfully, you should expect the following: The Notes button on the toolbar is a toggle button for displaying the notes icon on a document page. You can add page notes with the Notes button on or off, but you must depress the Notes button to display the sticky note icons in order to view, modify, or delete a note from the context menu. The Settings tab of the Notes Properties dialog also enables you to display or hide notes on a page. You can also access all notes via the List command on the Notes menu. You can use the context menu to add and maintain notes. When you click the right mouse button to activate the context menu, the notes commands are available. If there are no notes in that spot, only the Add Note command is shown on the context menu. The context menu shows the Edit Note, Delete Note, and View Note commands when you position the mouse pointer on an existing note before clicking the right mouse button. In the Report Notes List dialog, you can double-click a text-document page note (yellow icon) to navigate to the page where that note is attached to the document. For graphics (IBM AFP and Xerox DJDE/metacode) documents, the sticky note icons appear in the Report Notes List dialog, but they are not shown on document pages. When a query-results document or an indexed portion of a document is displayed, the Report Notes List dialog lists those page notes for the available portion of the document only. The Notes menu allows you to add notes, display a list of all notes for the document, and access the Notes Properties dialog to view or change settings for notes. You can specify the access for a note as Private or Shared. You can create notes that can be shared among users. A work group can easily access all notes stored in a central location on a network. You can specify the scope for a note as either Page or Report. You can create notes that are associated with the document and do not have to be associated or pinned to a location on a page. General information about the document can be stored in a global or Report note (versus a page note) and can be accessed from the List command on the Notes menu. The Report Notes List dialog enables you to sort and view notes. The location of shared notes is specified with the Maintenance/New Shared Database command on the Notes menu. Shared notes are stored in a central location, rather than in your private Xtnd folder. The folder specified in the Create Shared Notes Database dialog must already exist; an Xtnd administrator normally creates the path and shared database for users in a work group. You can display the path location for shared notes, using the Notes Properties dialog, accessed with the Properties command on the Notes menu. When you do not see icons for new page-level, shared notes, simply refresh the Xtnd page by using the Previous Page and Next Page commands. The shared-notes icons will be displayed after you refresh the page in this manner. You can attach private notes to a document that has been downloaded to a file cabinet. You cannot add shared notes to a downloaded document. 256 Systemware, Inc.

257 13 Creating document notes From the Notes menu, you can use the Report command to generate a report of details for notes associated with the document in the active Xtnd window. You can save this document as a file to use in another application. From the Notes menu, you can use the Export command to export a notes file as an external file (CSV) to use in another application, such as a spreadsheet. From the Notes menu, use the Edit Formats command to edit note templates (in the SWNOTES.INI file). Note templates make it easy to identify fields for note files that will be exported to external applications. From the Notes menu, you can select the Maintenance command to display the Maintenance menu. This menu allows you to create a new shared notes database or locate and delete orphaned notes files, which are notes files that are candidates for deletion because the content-server (Xptr or Xptr DS) document version no longer exists. If you are not authorized (an administrator) to delete shared notes, the button in the Reports Notes List dialog will be inactive. (No one can edit shared notes.) You can use the Register tab in the Options dialog to change the user or company name specified at installation time. This enables you to set the name or company so that the same information appears on notes used throughout the company. Xtnd User Manual (July 2006) 257

258 Working with document notes Add a note to a document When private notes are present in a text document, they are identified by a notes icon that can be viewed when the Notes button on the toolbar is depressed (ON position). Selecting the Notes command on the View menu also toggles the Notes icons on and off (or changing the setting in the Notes Properties dialog). Global or report notes that pertain to the entire document, rather than a location on a page, are represented with a yellow or blue document icon, but they can only be displayed in the Report Notes List dialog, using the List command on the Notes menu. (Notes for graphics documents are not visible on a document page; use the Report Notes List dialog to access notes for a graphics document.) Use the following steps to attach a note to a document. Step 1. Display a document to which you want to add a note. Next, with the mouse pointer in the location where you want to add a note to a page, click the right mouse button to activate the context menu. Xtnd displays the context menu showing the Add Note command. Note: You can also use the Notes menu to add notes to the overall document in addition to adding notes to an individual page location. Figure 183: Context menu with Add Note command 258 Systemware, Inc.

259 13 Creating document notes Step 2. Select the Add Note command. (You can also select Add from the Notes menu.) Xtnd displays the Add Note dialog. Figure 184: Add Note dialog (current) Step 3. Specify the following fields in the Add Note dialog and click OK (you can view the note with the Preview button before clicking OK): Field [name, date] Label Items Description When a note is created, Xtnd adds the user name to the note and displays it at the top of the dialog box. After a note is created, Xtnd also adds the date and time to the note. If you selected text before accessing the Add Note dialog, Xtnd displays the text in the Label field (up to a maximum of 32 characters). Use this text or type other meaningful characters to identify your note. Displays the note item field definitions from the SWNOTES.INI file. Select an item (may be only one item defined - that for entering note text in character format) and type the input for the field in the Item Data text box. Scope Select a radio button to identify scope for this note as a: Report or global note, pertaining to the document as a whole, and not stuck to a page Page or local note, attached with a pinned note icon on a page of the document Xtnd User Manual (July 2006) 259

260 Working with document notes Field Access Item Data [text box] Description Select a radio button to specify how this note is accessed. (When the shared-notes folder is read-only, the Access radio buttons are disabled and the Private button is selected for you.) Shared note that can be accessed by other users. Private note stored in your private Xtnd folder created at installation and accessed only by you. Select an Access radio button before you type note text. If you change this radio button selection after you type note text, you will get a message indicating that all text will be lost and will have to enter it again. Type note text in this box. The maximum number of characters is determined by an entry in the SWNOTES.INI file (maintained by an administrator) The default is 122 characters. Xtnd returns to the document window with the note added. This example shows several notes attached to a document. When a note is created, Xtnd adds the date and time to the saved note. Figure 185: Text document with attached notes 260 Systemware, Inc.

261 13 Creating document notes View or modify a document note Use the following steps to view an existing note attached to a document. If the note is a private note, you can modify it. You can use the List command on the Notes menu to display all notes for a document: Figure 186: Report Notes List dialog From the Report Notes List dialog, you can select a note to view, edit, or delete. You can double-click a selected page note (yellow icon) to navigate to the page where the note is located. You can also sort all notes by time stamp, label, or user name, using the provided radio buttons in this dialog. You cannot edit shared notes. However, an authorized user (a system administrator) can delete shared notes. For a shared note, the Delete button will be active in the Report Notes List dialog only if you are authorized to delete shared notes; the Edit button is never active for a shared note. Step 1. With the mouse pointer on a note icon in a displayed document, click the right mouse button to activate the context menu. Xtnd displays the context menu showing the notes commands. For shared notes in a read-only folder, the Edit Note and Delete Note commands are disabled (gray) on the context menu. Figure 187: Context menu with additional commands for notes Xtnd User Manual (July 2006) 261

262 Working with document notes This example shows the View Note dialog, available from the context menu or Report Notes List dialog. Use the Print button to print a note that you need for reference. Figure 188: View Note dialog Step 2. Select Edit Note on the context menu. (You can also use the List command on the Notes menu to display the Report Notes List dialog; next select the note you want and click the Edit button.) Xtnd opens the Edit Note dialog. Figure 189: Edit Note dialog (current) Step 3. Type changes or additions to the note in the text box and click OK. (You can also change the Label identification field.) Xtnd returns to the document window with the updated note attached. Use the Preview button to view the note in the View Note dialog. 262 Systemware, Inc.

263 13 Creating document notes Delete a document note An authorized user (an Xtnd administrator) can delete shared notes. For a shared note, the Delete button is active in the Report Notes List dialog only if you are authorized to delete shared notes; the Edit button is never active for a shared note. Use the following steps to delete a private note attached to a document. Step 1. With the mouse pointer on a note icon in a displayed document, click the right mouse button to activate the context menu. Xtnd displays the context menu showing the notes commands. Figure 190: Context menu with additional commands for notes Step 2. Step 3. Select Delete Note on the context menu. (You can also use the List command on the Notes menu to display the Report Notes List dialog; next select the note you want to delete and click the Delete button.) Xtnd displays a confirmation message. Click Yes to delete the note. Xtnd deletes the note and returns to the document window. If you decide to cancel the request, click No to return to the document window with the note intact. Xtnd User Manual (July 2006) 263

264 Working with document notes Generate a report of note details From the Notes menu, you can use the Report command to generate and display a report showing detail for notes associated with the document in the active Xtnd window. You can save this report as a file to use in another application. Use the following steps to generate and display a report listing notes for a document. Step 1. With a document displayed in the Xtnd window, select Report on the Notes menu. Xtnd displays the Notes Selection dialog. Note: If you do not have access to shared notes, this dialog is not displayed. Instead, the generated notes report is displayed, as explained in the next step. Figure 191: Notes Selection dialog Step 2. Select the range of notes you want included in the detailed report and click OK. Xtnd displays the generated notes report. Figure 192: Report showing note details Step 3. If you want to save the generated report of notes details, select Save As on the File menu and specify a file name and location to save the report. Xtnd saves the detailed report, which you can open in another application, such as Notepad or WordPad. 264 Systemware, Inc.

265 13 Creating document notes Export a report of notes details From the Notes menu, you can use the Export command to export a notes file as an external file (CSV) to use in an external application, such as a spreadsheet. Use the following steps to export a notes file. Step 1. Step 2. With a document displayed in the Xtnd window, select Export on the Notes menu. Xtnd displays the Notes Selection dialog. Select the range of notes you want included in the exported file and click OK. Xtnd displays the Export Notes dialog. Figure 193: Export Notes dialog Step 3. Specify a file name and location to save the file (CSV file). Xtnd exports the file, which you can open in another application, such as a spreadsheet application. Xtnd User Manual (July 2006) 265

266 Working with document notes Figure 194: Exported file opened in Microsoft Excel spreadsheet application 266 Systemware, Inc.

267 13 Creating document notes Use the Report Notes Format Editor to define note formats From the Notes menu, you can use the Edit Formats command to access the Report Notes Format Editor dialog, which enables you to automatically add or edit a format template entry in the SWNOTES.INI file to define note item fields. Note templates make it easy to identify fields for note files that will be exported to external applications. If a note is added to a document for which no template definition exists, Xtnd uses a default note template. When applying a format for a document, Xtnd selects the first note format name that matches the beginning characters of the document name. Thus, there are two ways to name a note format, based on whether the format should apply to a specific document or to a group of documents: Specific document - To create a note format that applies to a specific document, you must enter the full folder path and document name when naming the note format. For example, assume that you want to create a note format for a document named ADAMS.JOHN which is located in the folder /STMTS/JULY/. You must name the note format as follows: /STMTS/JULY/ADAMS.JOHN. When you open this document, the appropriate note format is applied. Specific folder - To create a note format that applies to all documents located in a single folder, you must enter the full folder path when naming the note format. For example, assume that you want to create a note format that applies to several documents in a folder names /STMTS/JULY/. You must name the note format as follows: /STMTS/JULY/. When you open any of the documents in this folder, the appropriate note format is applied. Group of documents - To create a note format that applies to multiple documents located in a single folder, you must enter the full folder path and an identifier that is unique to the documents to which the note format should apply. For example, assume that you want to create a note format that applies to documents with names that begin with the letter A within the folder /STMTS/JULY/. You must name the note format as follows: /STMTS/JULY/A. When you open any documents in the folder that start with the letter A, such as ADAMS.JOHN and ARTHUR.MARY, the appropriate note format is applied. You must be an administrator to define formats for shared notes. Only a user authorized to edit the shared-notes SWNOTES.INI file (write access to the file) can define format templates for shared notes. In order for new or changed note templates to take effect, you must close open documents and reopen them. Use the following steps to define fields for a note template with the Format Editor. Step 1. Select Edit Formats on the Notes menu. Xtnd displays the Report Notes Format Editor dialog. Xtnd User Manual (July 2006) 267

268 Working with document notes Figure 195: Report Notes Format Editor dialog Step 2. Step 3. Select private or shared notes to list the documents in the selected SWNOTES.INI file. Xtnd displays the list of documents having definitions in the INI file. To add a new note template for a document, click the Add button. Xtnd displays the Report Note Format dialog. Figure 196: Report Note Format dialog Step 4. Step 5. Step 6. Enter the content-server (Xptr or Xptr DS) document name, using the full folder path (including slashes) and document name. Then select the Character or Numeric item data type, and specify a name and length. Click OK. Xtnd adds the document name and field definition to the SWNOTES.INI file and to the list in the Report Notes Format Editor dialog. To edit or delete an existing notes format template, select a document name in the Report Notes Format Editor dialog and click the Edit button or Delete button. If you clicked the Edit button, Xtnd displays the Note Format Editor dialog to allow you to add and delete note field definitions for the selected document. If you clicked the Delete button, Xtnd simply deletes the note template definition from the SWNOTES.INI file and the displayed list. 268 Systemware, Inc.

269 13 Creating document notes To locate a document name in a long list in the Report Notes Format Editor dialog, type the beginning characters of the content-server document name (including slashes) in the Find text box to go directly to the first document name beginning with the characters you entered. Also, you can select multiple entries in the list for deletion. Figure 197: Note Format Editor dialog Step 7. Editing a note format template consists of adding and deleting note field definitions for an existing template. After clicking the Edit button in the Report Notes Format Editor dialog to access the note template definition in the Note Format Editor dialog, you can do the following: To add a note field definition for an existing note template, click the Add button in the Note Format Editor dialog. Next, in the Report Note Format dialog, enter the Note Item Name, select Character or Numeric for the item data type, and specify the maximum length, and click OK. To delete a note field definition, select the item from the Note Items list box in the Note Format Editor dialog and click the Delete button. If you added a note field, Xtnd returns to the in the Note Format Editor dialog and displays the name in the Note Items list box. If you clicked the Delete button, Xtnd simply deletes the field definition from the note template. Figure 198: Adding a note field definition Step 8. When you have added and deleted desired field definitions, click OK in the Note Format Editor dialog. Xtnd returns to the Report Notes Format Editor dialog. Xtnd User Manual (July 2006) 269

270 Working with document notes Create a database for shared notes From the Notes menu, an administrator (one who has write access to the folder for shared notes) can use the Maintenance command to display the Maintenance menu for notes. Use the New Shared Database command on the Maintenance menu to create a shared notes database. The folder specified in the Create Shared Notes Database dialog must already exist; an Xtnd administrator creates the path and shared database for users in a work group. Xtnd places an entry in the SWNOTES.INI file. Use the following steps to create a new database for shared notes. Step 1. Step 2. An administrator uses normal Windows facilities to create a new folder, which will become the database for shared notes. The folder is normally in a central location on the network where users can easily access the shared database. Select Maintenance on the Notes menu; select New Shared Database on the Maintenance menu. Xtnd displays the Create Shared Notes Database dialog. Figure 199: Create Shared Notes Database dialog Step 3. Step 4. Specify the notes and format definitions paths, using drive letter and folder name (for example, G:\Notes2, where G is a network drive). Click OK. Xtnd adds the path information to the SWNOTES.INI file. With all documents closed, select Properties on the Notes menu to open the Notes Properties dialog. Click the Files tab and specify the shared notes path in the Definitions Path field. Click OK. Xtnd makes the specified shared database active. The next time you open the Notes Properties dialog, Xtnd displays the new shared notes path in the Notes Path field. 270 Systemware, Inc.

271 13 Creating document notes Find and delete orphaned note files From the Notes menu, you can use the Maintenance command to display the Maintenance menu for notes. Use the Find Orphaned Notes command on the Maintenance menu to locate orphaned note files. After this task is completed, use the Delete Orphaned Notes command on the Maintenance menu to delete the orphaned note files from your notes databases. Orphaned note files are those candidates for deletion because the content-server (Xptr or Xptr DS) document version no longer exists. When you use the Find Orphaned Notes command, Xtnd connects to the content server and builds a file (named SWNOTES.TXT) of all those notes that could be candidates for deletion. The SWNOTES.TXT file contains content-server document name, version number, note file name (.xno extension). When you use the Delete Orphaned Notes command on the Maintenance menu, Xtnd deletes the notes files listed in the SWNOTES.TXT file and creates a log file, SWNOTES.LOG. Use the following steps to find and delete orphaned note files from private and shared notes databases. Step 1. Select Maintenance on the Notes menu; select Find Orphaned Notes on the Maintenance menu. Xtnd displays the Notes Selection dialog. Figure 200: Notes Selection dialog Step 2. Step 3. Select the range of notes you want included in the deletion file, and click OK. Xtnd connects to the content-server (Xptr or Xptr DS) database, asking you to select a connection profile if you have more than one. Next, Xtnd runs a program to build the file of document names and associated note files that are candidates for deletion. The program issues a completion message to let you know when it has built the file. To delete the orphaned notes, select Delete Orphaned Notes on the Maintenance menu. Xtnd deletes the orphaned note files in your notes databases and creates the SWNOTES.LOG file. The program issues a completion message to let you know that cleanup of the notes database has completed. (You can review SWNOTES.TXT with a text editor to verify what will be deleted.) Xtnd User Manual (July 2006) 271

272 Working with document notes 272 Systemware, Inc.

273 14 Using work queues Xtnd provides the ability to place a document or an indexed portion of a document in a work queue in the content-server (Xptr or Xptr DS) database. You can copy a temporary list of documents from the server database to your personal work queue in the content-server database. You can place indexed portions in your work queue for action in the near future. You can delete documents from your work queue list when you no longer need them. Persons with security access, such as a manager or supervisor, can add or delete items from work queues of others for work distribution. What to expect To complete this process successfully, expect the following: You can open a document without adding it to a file cabinet. However, if you anticipate using the document for future work, use the Add button to add it to the current document list. The Show radio buttons (Name, Title, and Alternate Name) control the way document names are displayed in the Reports list box in the New dialog. Choosing Name gives you the actual file name. Title and Alternate Name are names assigned by a system administrator. Title shows a longer document title (including spaces), and Alternate Name, if present, is a shorter name for the document. If Title or Alternate Name is not assigned by the administrator, the report name (Name) is substituted and displayed for these options. You can use the Queue button in the Directories, Favorites, or Global tab dialogs to add a document to a work queue. The Queue tab page enables you to create a list of document versions for priority action. You can place versions in any work queue to which you have security access. For example, a supervisor could distribute document versions to subordinates work queues as action items. Xtnd User Manual (July 2006) 273

274 Using work queues Add a document to a work queue Xtnd provides the ability to place a document or an indexed portion of a document in a work queue in the content-server (Xptr or Xptr DS) database. You can copy a temporary list of documents from the server database to your personal work queue on the server system. You can place indexed portions in your work queue for action in the near future. You can delete documents from your work queue list when you no longer need them. Persons with security access, such as a manager or supervisor, can add or delete items from work queues of others for work distribution. This dialog box adds the current document version to a work queue with indexing, if applied. Follow these steps to add a document to a work queue. Step 1. Log on to the server database and select the document version to be added to the work queue. The New dialog appears. (You can select the version to submit to a work queue from the Directories, Global, or Favorites tab dialog.) Figure 201: New dialog box Step 2. Click the Queue button. Xtnd opens the Add to Work Queue dialog. 274 Systemware, Inc.

275 14 Using work queues Figure 202: Add to Work Queue dialog Step 3. Step 4. Click OK to add the document to the work queue. Your request is submitted and the a confirmation message is displayed. (Note: If authorized, you can add items to other work queues by selecting one from the drop-down list.) Click OK. A message indicates that the work queue submission is complete. It may take some time before the document version appears in the work queue, particularly if the version is archived. Moreover, it does not guarantee that the document version will ever appear in the work queue. For example, the request could fail because of a server problem. For more information, check with your system administrator. Check the work queue later to ensure that the document is there. Xtnd User Manual (July 2006) 275

276 Using work queues Access items in a work queue To access an item from a work queue, you can add it to your file cabinet document list, or you can open it directly. Step 1. In the New dialog, select Queue. Xtnd opens the Queue tab dialog. Select the document version you want to access. You can display entries by name, title, or alternate name. You can also sort the entries by name or by date to help you locate the document you want. Figure 203: Queue dialog showing generated document names After running a query or adding a document to your work queue, use the Refresh button to view the list with any recently-created results documents included in the displayed list. Step 2. Step 3. To add the document version to your file cabinet document list, select Add. The document version is added to the current file cabinet. After you close the New dialog, the document name appears in the Open dialog for the document list. To open the document immediately, click Open in the New dialog. To open the document later, select and open it from your file cabinet in the Open dialog. The document appears in your Xtnd window. This example shows a text document, including the options available on the context menu for a displayed text document. 276 Systemware, Inc.

277 14 Using work queues Figure 204: Xtnd window with text document displayed Xtnd User Manual (July 2006) 277

278 Using work queues 278 Systemware, Inc.

279 15 Running queries Xtnd offers the capability to use a simple query facility to extract and display text at the line level. This feature is available using TQL (Text Query Language) against a content server (Xptr or Xptr DS) database. You can also run a batch query against multiple versions of a content-server document. Content-server databases support three query types: Free-form text query - TQL enables you to find, extract, and display lines, or pages with lines, containing specific text strings. Structured query - If a document has index variables defined in the content-server (Xptr or Xptr DS) database, you can also use these variables to extract lines or pages with values meeting query conditions. Batch query - Using index variables, you can use the Batch Query dialog to extract information from multiple versions of an indexed document and add the resulting document to your work queue. The versions used for the query can be online or offline (content-server archives). A major benefit of the query facility is that you can create queries to meet individual needs. For example, a sales document might be indexed to allow you to display information for a region or territory, but you may want to extract and display only those lines that show sales for a specific item number or for all sales greater than a certain quantity or dollar amount. You can quickly create or tailor a query to get information that you need for a one-time analysis or business decision. Xtnd s query interface runs TQL commands against a server document during a contentserver (Xptr or Xptr DS) session. Xtnd s query interface makes it easy to specify query criteria without having to enter TQL commands manually. Xtnd translates your criteria entered through the Query Properties dialog and displays TQL commands or commands that you can review or modify before executing the query. Another advantage Xtnd s query feature has is the ability to save and reuse queries. Xtnd s Batch Query dialog enables you to specify parameters for extracting contentserver document information to store in your work queue. From the Open dialog, you can use Xtnd s drag-and-drop feature to copy or run a query. Drag and drop it to a document window in another Xtnd window to run it. Drag and drop it to an message to send as an attachment. If you have stored a query in a Windows folder or on your desktop (from an message, for example), you can drag and drop it into the Open dialog to store it in your Xtnd file cabinet; or you can drag and drop it to your Xtnd window to run it. Xtnd User Manual (July 2006) 279

280 Running queries An overview of content-server Text Query Language (TQL) Setting up a text query against a content-server (Xptr or Xptr DS) database is a simple process that requires you to enter a series of commands. For structured and text queries, the content server responds with a display of lines, or pages with lines, that contain the text strings or values for content-server index variables satisfying the conditions specified. For a batch query, the content server responds by adding the resulting document information to your work queue. For example, if you want to extract the name and fax number of each customer in a long document with demographic data and the word fax precedes each fax number, you can enter the proper commands that tell the content server to search for and extract lines with the word fax. You can add a range of lines to include a line that contains the customer name. After executing the query commands, the content server displays this information as query results for you to process or print. Planning the query and entering the correct commands requires some thought and attention to detail. Running a text or structured query takes a relatively short time. Note: Refer to the appendix Text Query Language for additional information about TQL. Syntax TQL executes a request for data based on a specially worded statement. The statement must be structured like this: SELECT scope_of_return WHERE conditions Here are some examples: For these criteria... Enter this TQL command... Search for the string FAX SELECT LINES WHERE TEXT FAX BETWEEN COLUMNS 1 between columns 1 and 60. AND 60 Apply the index USER01. SELECT INDEX USER01 Search for names and FAX numbers of customers with a 10 percent discount. SELECT LINES WHERE VARIABLE DISC$ = 10 SELECT LINES FROM PRIOR 1 LINES TO NEXT 1 LINES WHERE TEXT FAX SELECT statement The SELECT statement selects lines to extract and display. Each query has at least one SELECT statement, and sometimes two or more. Scope of return The scope of return specifies the range of data that the content server (Xptr or Xptr DS) extracts and displays. The content server can extract one of three ranges for each SELECT statement: LINES Selects and displays lines that contain the specified text or values that satisfy the search criteria. 280 Systemware, Inc.

281 15 Running queries HEADERS and LINES Selects and displays lines and the column headers for the lines that contain the specified text or values that satisfy the search criteria. PAGES Selects and displays each entire page with lines containing the specified text or values that satisfy the search criteria. This scope helps you extract text that LINES cannot return. You can expand the scope of return to lines preceding and following those lines that satisfy the selection criteria: FROM PRIOR / NEXT n LINES Starts line extraction with lines before and/or after the line containing the search text or values that satisfy the search criteria. TO NEXT / PRIOR n LINES Ends line extraction with lines before and/or after the line containing the search text or values that satisfy the search criteria. Conditions The word WHERE introduces the conditions of the query. You can specify TEXT and/or VARIABLE as a condition. Conditions can be combined to narrow the search. For example, you can first apply an index to a large document and then search the resulting data for specific text within a range. You could add another condition to include these lines only if the value of an index variable is equal to or greater than (AND operator with >= relation) a certain value. The AND, OR, and NOT operators with parentheses can be combined to any level of nesting. The priority of operators is the same as Structured Query Language (SQL). The priority from highest to lowest is: parentheses, NOT, AND, OR For example, the logical expression "a OR b AND c" is evaluated as "(a OR (b AND c))" You can limit the search for conditions using the following relational operators and mathematical relations: Operators: - AND - OR - NOT Relations: - < (less than) - <= (less than or equal to) - = (equal to) - >= (greater than or equal to) - > (greater than) - or! (not). Xtnd User Manual (July 2006) 281

282 Running queries Text Query Language (TQL) and Xtnd As easy as Text Query Language (TQL) is with a content-server (Xptr or Xptr DS) database, it is that much easier in Xtnd because Xtnd builds query command lines based on your selections. Instead of typing the query commands, simply select the appropriate commands, enter the text or select variable values to extract, and run the query. Xtnd translates your selections into TQL format and the content server does the rest. By translating each selected command into the proper TQL format, the Xtnd TQL interface reduces the chance for error, inherent in typing commands, by presenting commands for selection. The procedures in this chapter explain how to use this interface to create, run, and save structured text and batch queries. 282 Systemware, Inc.

283 15 Running queries Creating and running a structured text query An Xtnd structured text query is a method for finding, extracting, and displaying lines or pages that contain specific character strings or variable values. It differs from the Find commands in that Find simply searches a document for a user-defined character string and highlights the found string in the document. A text query extracts and displays the lines, or pages with lines, that contain a user-defined string or variable values that satisfy specified conditions. A text query also has more flexibility and options than the Find commands. A text query, for example, can extract a range of lines that occur before and/or after the text string. A text query can search for several strings, extracting only those lines that contain all the strings specified or variable values. A text query can also search for and extract lines that exclude a specific text string or variable value. Extracted lines or pages are displayed in place of the current document in the current document window. You can also run queries against server-based graphics (IBM AFP and Xerox DJDE/metacode) documents. Note: Depending on the type of content server connection you use, Xtnd supports Xerox DJDE/metacode graphics documents differently. If you use a native TCP/IP connection, DJDE/metacode documents are displayed in PDF format in your default PDF viewing application. If you use a Telnet TN3270 (TCP/IP) connection (Xtnd 2.6 only), DJDE/metacode documents are displayed within the Xtnd interface. Therefore, you can only run queries against server-based DJDE/metacode documents from within the Xtnd interface if you use a Telnet connection to a content server. What to expect To complete this process successfully, expect the following: You can extract one or several of the following types of data: - lines - headers and lines - pages You can combine text strings, test for index variables, and perform all the other functions available in TQL in a content-server (Xptr or Xptr DS) session. You can create and run queries against an indexed document view. The results will include only document lines or pages that are part of the indexed view. Index variables must be created within the content-server (Xptr or Xptr DS) database before they are available to you to use as search criteria for a query. Xtnd translates the criteria you enter in the Query Properties dialog to TQL commands and displays them in a syntax or edit box in the Query Properties dialog. The syntax box in the Query Properties dialog is modifiable, enabling you to type in and delete commands, phrases, punctuation, and strings as needed. You can save, reuse, and modify queries created in Xtnd. Xtnd User Manual (July 2006) 283

284 Creating and running a structured text query Create and run a structured text query Follow these steps to create and run a structured text query against a server document and display the results in the active document window. These steps work only for documents based in a content-server (Xptr or Xptr DS) database. Step 1. Open a server document, and select Query on the main menu. Xtnd displays the Query menu. When you first open the Query menu, the only options are New, Open, and Batch Query. Additional options are enabled after the query is created and run. For a big document, you can apply an index before running a query in order to reduce the size of the query search. Select Rulers from the View menu before you open a new query. This makes it easy to determine which columns or lines you want to include in the search criteria. Figure 205: Query menu 284 Systemware, Inc.

285 15 Running queries Step 2. On the Query menu, select New. Xtnd displays the Query Properties tab dialog. Figure 206: Query Properties dialog Xtnd User Manual (July 2006) 285

286 Creating and running a structured text query Step 3. Enter a name for the query, and change the Time Limit field, if necessary. Xtnd stores the query in a file with the user-assigned name and a QRY extension after the query is complete. The default time limit is thirty (30) seconds. This setting limits the amount of time the content server spends running the query. This time limit can be increased when running queries against big documents. Figure 207: Query Properties dialog showing name for new query Step 4. Click Add. Xtnd displays the Add tab page of the Query Properties dialog, which provides the basic elements for creating a SELECT statement or command in a query. 286 Systemware, Inc.

287 15 Running queries Figure 208: Query Properties dialog Add tab page Step 5. From the drop-down list, choose the type of SELECT statement to create. Xtnd provides these choices: LINES - Selects and displays lines that contain the specified text or values that satisfy the search criteria. HEADERS and LINES - If the content-server (Xptr or Xptr DS) document version has headers selected, Xtnd selects and displays lines and the column headers for the lines that contain the specified text or values that satisfy the search criteria. The HEADERS and LINES selection only displays headers designated in the content-server database. It does not recognize headers defined by Xtnd in views. PAGES - Selects and displays pages with lines containing the specified text or values that satisfy the search criteria. Xtnd User Manual (July 2006) 287

288 Creating and running a structured text query Step 6. In the from...lines and/or to...lines fields, you can specify a range of lines to select. TQL can select and display a user-defined number of lines that appear before and/or after the line containing the query text string or values that satisfy the search criteria. If you leave these fields blank, only the lines satisfying the search criteria are displayed. Figure 209: Using From...lines and To...lines fields on the Add tab page 288 Systemware, Inc.

289 15 Running queries Step 7. Click the NOT check box, if applicable, and either the Text or Variable radio button to indicate the type of WHERE conditions you want to construct for the query. If you clicked the Text radio button, the Text field entry box and the Between [columns/lines] fields open for entry. Figure 210: Text-string search fields Xtnd User Manual (July 2006) 289

290 Creating and running a structured text query If you clicked the Variable radio button, the drop-down list boxes for the Variable field, associated values, and relational operators open for selection or entry. Figure 211: Index variable search fields Step 8. Enter the search criteria in the Text or Variable fields, depending on your choice in the last step. If you chose the Text radio button, use these text-string entry and selection fields: Text - Enter the text string to be used as search criteria to extract lines or pages. Xtnd automatically converts the text to capital letters, but the search itself is not case-sensitive. Between [columns/lines] - Selecting a range of columns or lines is optional, but it provides a means to narrow the search for the text string. 290 Systemware, Inc.

291 15 Running queries Figure 212: Text-string search fields In the sample query shown here, the text string is STORAGE and the column range is 40 through 65 in order to find text indicating matching this message number. If you chose the Variable radio button, use these variable and value entry and selection fields: Variable - Enter, or select from the drop-down list, the name of an index variable that has been defined within the content-server (Xptr or Xptr DS) database. For a selected variable, select from the drop-down list the name of an associated value to be used as search criteria to extract lines or pages. To locate a value in a long list, select the Variable radio button and select a variable name; Xtnd automatically retrieves values for the beginning of the list. Next, enter the beginning characters of the value you want in the list and click the down arrow on the Variable field to refresh the list, which will now start at the point you requested. [relation] - From the drop-down list select a mathematical relation to be used to construct the search command for the variable value. Choices are: < (less than) <= (less than or equal to) = (equal to) >= (greater than or equal to) > (greater than) Xtnd User Manual (July 2006) 291

292 Creating and running a structured text query Figure 213: Index variable search fields In the sample query shown here, the variable message number (MSGNO$) has been selected. For that variable, you can select or enter any of the values, some of which are shown in this example. This query will be constructed to extract lines where message number is equal to a selected value (SW#0142I). 292 Systemware, Inc.

293 15 Running queries Step 9. Click OK. Xtnd returns to the Query tab of the Query Properties dialog. Your entries and selections have been translated to TQL query commands and are displayed in the syntax box. Figure 214: Query Properties dialog with displayed query statement You can modify the query commands directly in the syntax edit box if you understand TQL syntax. Be aware, however, that the total number of characters allowed in a query statement is 490; an error message is displayed if you exceed this limit. One common use for modifying a query by manually modifying text in this edit box is when you want to include a list of values for an index variable, where any value in the list can satisfy the query. The following command is an index variable test that selects all cases where the variable has any value in the list, or not in the list if NOT is specified. The list consists of one or more index variable values in quotation marks, separated by commas. VARIABLE variable_name [NOT] IN (list) For example, to find any of the values 123, 456, 789, 145, 189, 199 for variable XYZ, you can type this statement in the Query Properties edit box: WHERE VARIABLE XYZ IN ("123","456","789","145","189","199") Xtnd User Manual (July 2006) 293

294 Creating and running a structured text query Step 10. To add conditions to this SELECT statement, or to add additional SELECT statements, click Add again in the Query Properties dialog. Xtnd displays the Add tab page of the Query Properties dialog with the Select check box inactive and the operator radio buttons (AND, OR) active. You can now add conditions to an existing SELECT statement. Figure 215: Adding conditions to a query To create another SELECT statement for this query, click the Select check box to make it active, and follow the instructions beginning with Step 5. When you click the Select check box to make it active, Xtnd makes the operator radio buttons (AND, OR) inactive. 294 Systemware, Inc.

295 15 Running queries Step 11. Click one of the radio buttons, the NOT check box (if applicable), Text or Variable, and enter the information to construct the condition for your query. (Refer to descriptions and instructions beginning with Step 7.) Xtnd will use the selected relational operator(s) to construct the query condition for your existing SELECT statement. In the sample query shown here, the variable message number (MSGNO$) has been selected. For that variable, the value SW#0142I and the relation = (equal to) have been selected. This query will be constructed to extract lines where message number is equal to SW#0142I. Figure 216: Query Properties dialog showing added condition Xtnd User Manual (July 2006) 295

296 Creating and running a structured text query Step 12. Click OK. Xtnd returns to the Query tab of the Query Properties dialog. Your condition entries and selections have been translated and added to the existing query statements or commands. Figure 217: Query statement showing added condition Step 13. Click OK. Xtnd closes the Query Properties dialog and runs the query. Results are displayed in the active document window. (The query extracted each line containing DRIVER and the value SW#2405I in the message number field. As a result, the shortened document is displayed.) Step 14. When you are finished working with the query results, select Query on the main menu. Xtnd displays the Query menu, which includes the following options: Save As, Close, and Properties. 296 Systemware, Inc.

297 15 Running queries Figure 218: Query menu When a document is displayed in the Xtnd document window, you can also click the right mouse button in the text area of the document to activate the context menu. Next, select Properties on the context menu to open the Document Properties dialog. Click the Clear button to close the query. Xtnd User Manual (July 2006) 297

298 Creating and running a structured text query Step 15. From the Query menu, select Close. Xtnd closes the query and restores the document to its original form. (Note: To save the shortened query results document, click Close on the File menu instead of closing the query on the Query menu. You can then work with the query results without running the query again.) Figure 219: Original document after query is closed 298 Systemware, Inc.

299 15 Running queries Opening, running, and modifying queries Xtnd automatically saves each query you create. Saved queries are available for running again against other documents. For example, if you must process data on several versions of a document with the same layout, one query can supply extracted information for many documents. You can open a query, save it under a different name, and modify the second query to meet business needs. What to expect To complete these processes successfully, expect the following: Opening a query is a simple process that you begin after opening a server document. Results can vary, depending on whether or not the query setup is meaningful for the document that is open. You can easily save, reuse, copy (Save As on Query menu), and modify queries created in Xtnd. If the query works with a selected document, results should be satisfactory, but if the query does not work with a selected document, Xtnd displays the following message. Figure 220: Message for no lines query result This message is displayed under two other conditions: - The query contains errors that prevent the content server from extracting text. - The query is built correctly, but the content server does not find lines that match the criteria. Xtnd User Manual (July 2006) 299

300 Opening, running, and modifying queries Open, run, and close an existing query Begin with an open server document and follow these steps. Step 1. On the main menu, select Query. Xtnd displays the Query menu. Figure 221: Query menu Step 2. On the Query menu, select Open. Xtnd displays the Open dialog and lists available query files (.QRY). Figure 222: Open dialog showing available queries When you select Open from the Query menu, the Open dialog only lists the queries in the current file cabinet. When you select Open from the File menu, the Open dialog the Type field is active, and you can view documents, queries, views, etc., together in the list. 300 Systemware, Inc.

301 15 Running queries Step 3. In the Open dialog, select a query to run. Click OK. Xtnd runs the query on the document in the active window and displays the results. Figure 223: Results of the drivers2 query Step 4. With the queried document still the active window, select Query on the main menu. Xtnd displays the Query menu with all options now available. Figure 224: Query menu Xtnd User Manual (July 2006) 301

302 Opening, running, and modifying queries Step 5. On the Query menu, select the Close command. Xtnd closes the query and returns the active document to its original format. Figure 225: Document after closing a query 302 Systemware, Inc.

303 15 Running queries Save a query under a different name Xtnd provides an option to create a duplicate query by saving a selected query under a different name. You can take advantage of this option to modify the duplicate query, much like using the query as a template. Therefore, rather than recreate a complex query repeatedly, you can save a current query under other names and simply modify the saved queries to fit other documents. Follow these steps to save a query under a new name. Step 1. Step 2. With a server document open, select Query on the main menu. Xtnd displays the Query menu. On the Query menu, select the Open command. Xtnd displays the Open dialog and shows the query files (.QRY) currently available. Figure 226: Open dialog showing available queries Step 3. Select a query to save under a new name. Click OK. Xtnd runs the selected query on the document and displays the results. Xtnd User Manual (July 2006) 303

304 Opening, running, and modifying queries Step 4. On the main menu, select Query > Save As. Xtnd displays the Query menu with all options available. Figure 227: Query menu after query has been run Step 5. Step 6. In the Save As dialog, type a new name for the query in the Name field. The new query name is shown in the Name field. Existing query names are displayed in the current document list. Click OK. Xtnd saves a query identical to the original, under the new name. The original query name and the new query name are displayed in the Open dialog the next time it is accessed. Figure 228: Open dialog showing new query name 304 Systemware, Inc.

305 15 Running queries Modify a query through query properties Modifications to an existing query can include the following: Renaming the query Clearing all TQL commands and creating an entire new query Adding new TQL commands Adding conditions to existing TQL commands Modifying existing statements for TQL commands The following steps furnish instructions for modifying an existing query. In the example used in this section, assume the following conditions: In order to display all items with stock quantities below 2,000, the Low Stock query extracts each line that has spaces in columns (because the columns for the thousands digits and the comma are blank, indicating a number below 1,000) or the characters 1, (space followed by 1, ) in columns (indicating a number between 1,000 and 1,999). These steps add a condition to extract the quantities below 2,000 only if they are NOT for the brand AMD. It is important to understand the priority of processing for AND, OR, and NOT operators. The priority from highest to lowest is: parentheses, NOT, AND, OR For this example we want to process the two OR conditions first to select only those items with quantities below 2,000. Only if these two conditions are satisfied, do we want to exclude brand AMD, using the NOT operator. To accomplish this, we must put parentheses around the two OR conditions, and they will be processed before the NOT condition. Otherwise, the NOT condition would be processed in priority sequence before the OR condition. Step 1. With a server document displayed, select the Open command on the Query menu to display the Open dialog. Xtnd displays the queries available in the current document list. Figure 229: Open dialog showing available queries Xtnd User Manual (July 2006) 305

306 Opening, running, and modifying queries Step 2. Select a query to modify. Click the Properties button. Xtnd displays the Query Properties dialog for the selected query. The query name can be modified at any time during this process. The name of the current query appears in the Query name field. Figure 230: Query Properties dialog Step 3. Click the Add button. Xtnd displays the Add tab page to allow you to define an additional query condition. By default, Xtnd displays this dialog prepared for an additional condition to an existing SELECT statement. To create another SELECT statement for this query, click the Select check box to make it active. 306 Systemware, Inc.

307 15 Running queries Step 4. Add a condition to a SELECT statement, or create another SELECT statement. New conditions (WHERE statements) and SELECT statements can change selection criteria and narrow or expand the amount of information extracted. Figure 231: Adding condition for existing query Step 5. Click OK. Xtnd closes the Add tab and returns to the Query Properties dialog. The TQL text box that contains the commands is directly modifiable with typed-in TQL criteria. Users familiar with content-server (Xptr or Xptr DS) TQL expressions and syntax can type commands (or delete them) directly into this box without using the Query Properties dialog. It is important to understand the priority of processing for AND, OR, and NOT operators. The priority from highest to lowest is: parentheses, NOT, AND, OR For this example we want to process the two OR conditions first to select only those items with quantities below 2,000. Only if these two conditions are satisfied, do we want to exclude brand AMD, using the NOT operator. To accomplish this, we must edit the query text box manually to put parentheses around the two OR conditions, and they will be processed before the NOT condition. Otherwise, the NOT condition would be processed in priority sequence before the OR condition. Xtnd User Manual (July 2006) 307

308 Opening, running, and modifying queries Figure 232: Query Properties dialog showing added condition The TQL text box shows the newly added condition. The query will now exclude any lines for brand AMD when extracting lines showing quantities below 2,000. Step 6. Click OK in the Query Properties dialog. Xtnd saves the changes to the query, closes the Query Properties dialog, and returns to the Open dialog. 308 Systemware, Inc.

309 15 Running queries Step 7. To run the modified query, make sure it is selected and click OK in the Open dialog. Xtnd runs the query and displays the results in the active window. The query results document shows all stock items with quantities below 2,000, but excludes any items that are brand AMD. Before modifying this query, all items with quantities below 2,000 were shown, regardless of brand. Figure 233: Document window showing results of the modified query Xtnd User Manual (July 2006) 309

310 Creating and running a batch query Creating and running a batch query An Xtnd batch query is a method for finding and extracting lines or pages that contain specific variable values from multiple versions of a document and saving the results in a document that is added to your work queue. A batch query enables you to find information in any version of an indexed document, whether it is online or offline in the content-server (Xptr or Xptr DS) archives. If all versions of the document are offline, however, you must know the name of the index variable you want and enter the variable name and value manually, rather than selecting from a presented list. An example of use for a batch query might be researching credit-card bills, which are indexed by account number. The bills for one month are in multiple document versions. The application processes monthly bills for portions of the alphabet and produces one version of the month s document for names beginning with A through D, another version for names beginning with E through J, and so on. Xtnd enables you to enter the values you want for the account number variable and run a batch query that will search all versions of the month s document and place the output in a document in your work queue for you to browse. What to expect To complete this process successfully, expect the following: The batch query facility requires that a document be indexed. The query searches for requested values for a specified index variable. Index variables must be created within the content-server (Xptr or Xptr DS) database before they are available to you to use as search criteria for a query. You can search for information in multiple versions of a document. The document versions can be either online or offline (content-server archives). If all versions of a requested document are offline in the archives, you must know the names of the index variables and associated values you want and enter them manually in the Batch Query dialog. The resulting document from a batch query is sent to your work queue. The resulting document is normally sent to your own work queue. If you are a supervisor or administrator, you may have access to other work queues and can select a work queue name from the drop-down list box. Xtnd displays the criteria you enter in the Batch Query dialog in the Selection Criteria box. You can use the Delete button to remove items that you decide you do not want to use. After a batch query is submitted, it may take some time before you receive the results in your work queue. Some information may have to be retrieved from offline document versions. The batch query facility locates information that satisfies all specified selection criteria (AND query) before returning results. To request results for any of the criteria submitted (OR query), check the box labeled match ANY criteria. 310 Systemware, Inc.

311 15 Running queries Create and run a batch query Follow these steps to create and run a batch query against multiple versions of an indexed server document. These steps work for content-server-based documents, both online and offline (in the archives). The resulting document is added to your work queue. To access the Batch Query dialog, use one of the following methods: If a version of the document you want is in your file cabinet, select the document in the Open dialog; next select the Batch Query command from the context menu (right-click the mouse button to activate the context menu). When a server text document is displayed in an Xtnd window, select the Batch Query command from the Query menu. When a document is selected in the Directories or Favorites, tab page of the New dialog, use the Query button to open the Batch Query dialog. Step 1. Use one of the options to select a server document and open the Batch Query dialog. Either... select the Batch Query command from the Query menu. Or... select the Batch Query command from the context menu. Figure 234: Server text document - Query menu Xtnd User Manual (July 2006) 311

312 Creating and running a batch query Figure 235: Open dialog - context menu Xtnd displays the Batch Query dialog. Figure 236: Batch Query dialog Step 2. Step 3. To limit the query results to a range of dates, enter them in the From and To date fields. Xtnd displays a calendar for easy selection of a date range for document versions to use for the batch query. Type a document name for the results of the batch query. Xtnd will use this title as the name of the resulting document added to your work queue. If you leave the Title field blank, Xtnd creates the document with the name Batch query [date] [time]. 312 Systemware, Inc.

313 15 Running queries Step 4. Step 5. Step 6. The name of your own work queue is shown in the Work queue directory field. If you are a supervisor or administrator, you can select a different work queue folder name. Xtnd displays the name of the selected work queue, where the document with query results will be sent. To request results for any of the criteria submitted (OR query), check the box labeled match ANY criteria. If this box is not checked (default), the batch query facility locates information that satisfies all specified selection criteria (AND query) before returning results. If you check this box, results are returned when there is a match for any of the criteria submitted (OR query). In the Index Selection Data area of this dialog, specify search criteria for the query and click the Add button after each entry. Each time you click the Add button, Xtnd adds the entry to the Selection Criteria list box. If you change your mind, you can delete any of the listed items by selecting a criterion in the list and clicking the Delete button. Figure 237: Batch Query dialog Use these guidelines to add each entry in the Index Selection Data area of this dialog. Each time you click the Add button, the entry is added to the list in the Selection Criteria list box. The completed list is used as selection criteria for a batch query when you click the Submit button. Type or select the name of the index variable in the Variable Name field. You can select a name from the drop-down list. However, for a Telnet connection, if all versions of the document are in the archives, you must know the variable name and type it in this field. Select a relational operator for the query from the drop-down list box. Enter a value for the specified index variable. Click the Add button to add each entry to the list in the Selection Criteria box. You can specify a maximum of eight entries in the list. The Add button is disabled after you add eight entries. Xtnd User Manual (July 2006) 313

314 Creating and running a batch query Review the entries before submitting your batch query. If you decide to delete an entry, select the entry and click the Delete button; Xtnd deletes the entry from the list. Step 7. Step 8. When you have completed the search criteria, click the Submit button to run the batch query. Xtnd asks you to confirm the search criteria and submits the query request. After a batch query is submitted, it may take some time before you receive the results in your work queue. Some information may have to be retrieved from offline document versions. To access the document with batch query results, access your work queue. You can add the work queue document to your file cabinet to make it easier to access it and work with the query results. This example shows the selected work queue containing documents with batch query results. Figure 238: Work queue with batch query results 314 Systemware, Inc.

315 16 Exporting Xtnd documents Xtnd allows you to save text and IBM AFP documents as external files, making the documents available for import into external applications, such as spreadsheets and word processing applications. This capability is available through the Save As command on the File menu. To save text documents for import into external applications, Xtnd provides a process for exporting and saving a text document in several file types, including ASCII and commadelimited text files. To save IBM AFP graphics documents for import into another Xtnd system or to an application that can view or print an AFP file, Xtnd provides a process for exporting and saving all or part of an IBM AFP graphics document and its resources as an AFP file. You also have the option to open a document file type normally opened in Xtnd (text or AFP) without converting it to another format. Using the Shell Open option on the Open context menu, you can open the document in an external application, such as the document types native application. Exporting text documents as files Xtnd exports the document through a standard Save As process. A text document can be saved as one of the following file types: ASCII text file (.txt) Comma-delimited file, also known as comma separated values (.csv). dbase files (.dbf) Database interchange format (DIF) files (.dif) Lotus files (.wk1) Microsoft Excel files (.xls) Exporting as a text file saves the content-server (Xptr or Xptr DS) document contents as text only. The text is unformatted. The fields are delimited by spaces between the values. Imported text, therefore, assumes the appearance dictated by the default settings in the destination application. To export a document as a comma-delimited file or application-specific file type, apply a view to the document that defines the textual data as text and the numerical data as numbers. Xtnd's Autoformat feature performs this definition process automatically (refer to the chapter Formatting text documents and creating views for instructions). Xtnd User Manual (July 2006) 315

316 Exporting Xtnd documents With a view applied, the document exported as a comma-delimited file or applicationspecific file saves the content-server (Xptr or Xptr DS) document contents as text and numbers. When imported into an application such as spreadsheet, the contents are inserted into cells in columns and rows. The text is labeled as text, and the numbers operate as numerical values. Exporting IBM AFP graphics documents as files Xtnd exports an IBM AFP graphics document through a standard Save As process. In this process, you can save the specified portion or all of an IBM AFP graphics document as an AFP file type (.afp). Exporting an IBM AFP graphics document saves the graphics document and its resources in one file. You can add this file to a file cabinet in another Xtnd system as an external file, or you can import the file to an application that can view or print an AFP file. The Save As dialog Xtnd uses the Save As dialog box to initiate the process to export a text or graphics document. The available file types in the Save as type drop-down list box differ for text and graphics documents. Figure 239: Save As dialog 316 Systemware, Inc.

317 16 Exporting Xtnd documents Reference for the Save As dialog The following table describes options available through the Save As dialog box. You can select and combine options as needed to control the file export process. Option Type Description Save in (existing file names) File name Save as type Drop-down list box List box Data entry field Drop-down list box Specifies the currently selected folder. Use the Up One Level button to locate the drive and folder you want. Lists names of existing files bearing the file-type extension shown in the Save as type field. Specifies the file name for the document you are exporting to a file. Lists the file types available for export. Save Button Closes the Save As dialog box and saves the file as type specified. Cancel Button Closes the Save As dialog box and cancels the export process. Xtnd User Manual (July 2006) 317

318 Exporting a text document Exporting a text document This section describes the steps to export a text document from Xtnd, making the document available for import into an external file. Before exporting a text document as any file type other than an ASCII text file (.txt), you must use document-view formatting commands to define numeric and text columns. You can also define a reference field to be used as a column for an external application such as a spreadsheet. An example of a use for a reference field might be to put the document page number in the first column of a spreadsheet. For some applications, you might also want to identify document and column heading lines. Refer to procedures later in this chapter for more information about formatting a document before exporting it to a file for an external application. Refer to the chapter Formatting text documents and creating views for details about formatting text document views. Xtnd exports the document through a standard Save As process. In this process, you... Open the Save As dialog box, Specify a file name and path, and Specify the file type as... - ASCII text file (.txt) - Comma-delimited file, also known as comma separated values (.csv). - dbase files (.dbf) - Database interchange format (DIF) files (.dif) - Lotus files (.wk1) - Microsoft Excel files (.xls) Exporting a text document file requires you to specify a file name, file type, folder, and drive. This section addresses the following topics: Exporting a text document as a text file (.txt) Importing a text file (.txt) to an external application Formatting a document view for an external application Exporting a text document as a file type other than.txt (.csv,.dbf,.dif,.wk1,.xls) Importing a non-text file to an external application What to expect To complete these processes successfully, expect the following: Exporting a document as a text file saves the document contents as unformatted text only. The fields are delimited by spaces between values. Imported text, therefore, assumes the appearance dictated by default settings in the destination application. To export a document as a comma-delimited file or application-specific file type, apply a view to the document that defines the textual data as text and the numerical data as numbers. Xtnd's Autoformat feature can perform this process automatically. With a view applied, the document exported as a comma-delimited file or application-specific file saves the content-server (Xptr or Xptr DS) document contents as text and numbers. When imported into an application such as spreadsheet, the contents are inserted into cells in columns and rows. The text is labeled as text, and the numbers operate as numerical values. 318 Systemware, Inc.

319 16 Exporting Xtnd documents Export a document as a text file (.txt) Follow these steps to export a text document file by saving the document under a userspecified name as an unformatted ASCII text file (.txt). When you import the saved ASCII text file (.txt) to a word processing application, such as Word or WordPerfect, the imported text assumes the appearance dictated by the default settings in the destination application. Step 1. With a text document displayed, select File on the main menu. The File menu appears. Figure 240: File menu for a text document Step 2. Step 3. Select Save As. Xtnd opens the Save As dialog box. Select file type Text files (*.txt) from the drop-down list, choose the correct drive and folder, enter a file name, and click OK. Xtnd saves the document text. The document text is saved as an ASCII text file (.txt) stored in the specified folder. (Click Cancel at any time to stop the saving process.) Figure 241: Message during export saving process Xtnd User Manual (July 2006) 319

320 Exporting a text document Import a text file (.txt) into an external application Complete the following steps to import the text file into a word processing application or other external application. Start the word processing or external application and open the text file. The imported text assumes the appearance dictated by the default settings in the destination application. Use the word processing application s formatting capabilities to change the imported text to the format you want. Step 1. Step 2. Start the Windows application. Windows displays the application menu. Open the text file in the Windows application. The application, which in this example is Microsoft Word for Windows, imports the text file. This text document has been formatted in Word with a Courier New font in order to keep the proportional spacing needed to align this contentserver document data in columns. Figure 242: Content-server (Xptr or Xptr DS) text document imported to Microsoft Word Step 3. After working with the text file, you can save and close the file as that application s file type if desired. The application saves any formatting in the file for future use. 320 Systemware, Inc.

321 16 Exporting Xtnd documents Format a document view for an external application Follow these steps to format a document view to define columns as numeric or text and to add a reference field as a column for table data. Before exporting a text document file as any type other than an ASCII text file (.txt), you must use document-view formatting commands to define numeric and text columns. A special formatting that applies only to exporting table data defines a reference field in the document as a column of reference data. The example used here places the document page number in the first or left column of each line of the exported file. Refer to the chapter Formatting text documents and creating views for details about formatting and opening document views. Step 1. Open a text document that you want to export to a file for an external application. Xtnd displays the document in an Xtnd window. Figure 243: Text document before creating or opening a view Xtnd User Manual (July 2006) 321

322 Exporting a text document Step 2. Create or open a view from the Format menu. Xtnd displays the document view. Figure 244: Text document view Step 3. If you want to create a reference field for an external application, select the field. The selected field in this example is the page number at the top right area of the document page. This field is to be added to the left of each line in the exported file. 322 Systemware, Inc.

323 16 Exporting Xtnd documents Figure 245: View with page number selected Step 4. Click the New Formatting button, select New Formatting from the Format menu, or right-click inside the field and select New Formatting from the context menu. The New Formatting dialog opens. Figure 246: New Formatting dialog Step 5. Step 6. Select Define columns or fields and click OK. The Define tab page in the View Operation Properties dialog opens, showing the selected reference field. Select the field radio button and make appropriate changes to define the field. The field in this example is defined as a text field. Xtnd User Manual (July 2006) 323

324 Exporting a text document Figure 247: Define tab page showing reference field Step 7. To define columns as numeric or text, add them to the view. Freeze headings and column headers as needed. Xtnd adds the operations to the view, which is displayed here after the view is complete. 324 Systemware, Inc.

325 16 Exporting Xtnd documents Use the AutoFormat command on the Format menu to automatically define text and numeric columns. Next, review the definitions in the View Properties dialog and make any necessary adjustments. In this example, the view operation defining the page-number reference field is highlighted. Figure 248: View Properties dialog highlighting reference field Step 8. Click OK when you have made all appropriate view modifications. The document is ready to be exported as a text file. Xtnd User Manual (July 2006) 325

326 Exporting a text document The following figure shows a portion of a document exported to Microsoft Excel, with the page-number column inserted at the left side. Figure 249: Document exported to Microsoft Excel with reference field 326 Systemware, Inc.

327 16 Exporting Xtnd documents Export a document as file type other than.txt (.csv,.dbf,.dif,.wk1,.xls) After creating or opening a view formatted for the external application you are using, follow these steps to export a text document by saving the document under a userspecified name as a file type other than.txt (.csv,.dbf,.dif,.wk1,.xls). These file types require that you define numeric and text columns before exporting the document to a file: File type: Extension: Description: Comma-delimited csv Comma-separated values, usually for import into spreadsheet or database applications. dbase dbf dbase file format specific to the dbase III application. Columns can be named in the dialog. These names become the field names in the dbase file. For NUMBER columns, you can specify the number of decimal places to use when creating the field. These correspond to the NAME and DECIMALS clauses, respectively, of the DEFINE command. DIF dif Database Interchange Format, usually for import into spreadsheet or database applications. Lotus wk1 Spreadsheet format specific to the Lotus application Microsoft Excel xls Spreadsheet format specific to the Microsoft Excel application Step 1. Step 2. Open the document; create or open a view with the formatting and column definitions needed for the external application. Xtnd displays the document view. With a text document view displayed, select File on the main menu. Xtnd displays the File menu. Xtnd User Manual (July 2006) 327

328 Exporting a text document Figure 250: File menu for a text document with formatted view applied Step 3. Select Save As. Selecting this command opens the Save As dialog box. The following figure shows the file types available in the drop-down list box when you are exporting a text document. Figure 251: Save As dialog showing file types 328 Systemware, Inc.

329 16 Exporting Xtnd documents Step 4. Select a file type from the drop-down list, choose the correct drive and folder, enter a file name, and click OK. Xtnd displays the Save As Options dialog box. Figure 252: Save As Options dialog Step 5. Select options to include for this exported file. Check applicable boxes to indicate whether or not you want to include frozen lines and column headers, column footers, and defined reference fields; indicate whether or not you want to include the options on every page. Option Type Description Frozen lines and column headers Check box Instructs Xtnd to include frozen lines and column headers on the first page, or on every page, of the exported file. Column footers Check box Instructs Xtnd to include column footers on the first page, or on every page, of the exported file. Defined Fields as Columns Check box Instructs Xtnd to place the value of a defined field in a new column to the left of the defined columns. Step 6. After selecting appropriate options, click OK. Xtnd saves the document as an external file. The file is saved as the file type you requested and is stored in the specified folder. If you get an error message indicating that you have not defined columns for the document when trying to export the document as a file type other than text (.txt), you did not format the view to define columns before exporting your document. You must define columns before exporting the document as anything other than a text file (.txt). Xtnd User Manual (July 2006) 329

330 Exporting a text document Import a file type (.csv,.dbf,.dif,.wk1,.xls) to external application Complete the following steps to import the external file to an external application. This sections uses a spreadsheet application to illustrate how to import the external file. Start the external application and open the exported file. The imported file is opened in the application window with columns that you defined in the Xtnd view. Step 1. Step 2. Start the Windows application. Windows displays the application menu. Open the file exported from Xtnd in the Windows application. The application, which in this example is Microsoft Excel, imports the file that was exported from Xtnd and saved as a file type XLS. When opened in Microsoft Excel, this imported file shows the page numbers from the Xtnd document in the first columns of the spreadsheet. Figure 253: Content-server (Xptr or Xptr DS) text document imported to Microsoft Excel Step 3. After working with the imported file, you can save and close the file. The application saves any changes or formatting in the file for future use. 330 Systemware, Inc.

331 16 Exporting Xtnd documents Exporting an IBM AFP graphics document This section describes the steps to export an IBM AFP graphics document to an external file. Exporting an IBM AFP graphics document saves the graphics document and its resources in one file. (Document resources supply all necessary information for formatting the AFP data file.) You can add this exported file to a file cabinet in another Xtnd system as an external-file document, or you can import the file to an application that can view or print an AFP file. When you export an IBM AFP graphics document, there are three choices on the Save As selection menu: Current Page - saves currently-displayed page only All Pages - saves the entire document Page Range - extracts and saves pages that you specify in the Extract Page Range dialog box Exporting a graphics document requires you to specify a file name, file type, folder, and drive. What to expect To complete these processes successfully, expect the following: Exporting an IBM AFP graphics document automatically saves its resources along with the document in one file. If an indexed view is displayed when you export the document, only that portion of the document will be available to save in the external file. When you select Page Range from the Save As menu list, Xtnd displays the Extract Page Range dialog box, and you must specify the starting and ending pages that you want to save. To use an exported IBM AFP graphics document in another Xtnd system, you must first add the exported document to an Xtnd file-cabinet document list as an external file. You can then display the document in an Xtnd window and use graphics-document commands from the File, Edit, and Format menus. For an exported IBM AFP graphics document, the file extension is AFP (.afp). Xtnd User Manual (July 2006) 331

332 Exporting an IBM AFP graphics document Export an IBM AFP document as a file (.afp) Follow these steps to export an IBM AFP graphics document, along with its resources, under a user-specified name as an AFP file type (.afp). Using the options on the Save As selection menu, you can export the entire document, a single page, or a range of pages. Step 1. With an IBM AFP graphics document displayed, select File > Save As on the main menu. The File menu appears, with the Save As selection menu displayed. Figure 254: File menu showing Save As selection menu Step 2. Select the desired save option from the Save As selection menu. If you selected Page Range, Xtnd opens the Extract Page Range dialog box, where you can enter the starting and ending pages in the From Page and To Page fields; next, click OK. Figure 255: Extract Page Range dialog 332 Systemware, Inc.

333 16 Exporting Xtnd documents Step 3. In the Save As dialog, enter a file name; choose the correct drive and folder. The file name is displayed with an AFP file extension (.afp). Figure 256: Save As dialog box with file name for AFP file Step 4. Click OK. Xtnd saves the IBM AFP graphics document pages as an AFP file (.afp) in the specified folder. You can add the AFP file to a file-cabinet document list as an external-file document in another Xtnd system. Xtnd User Manual (July 2006) 333

334 Exporting an IBM AFP graphics document 334 Systemware, Inc.

335 Appendix A Xtnd logon scripts (The logon script is used with a Telnet connection (Xtnd 2.6 only). With a direct or native TCP/IP connection, available in Xtnd 2.6 and later, there is no need for a logon script.) The logon script is an ASCII text command file containing a series of commands that automate the Xtnd Telnet connection to a content-server (Xptr or Xptr DS) database. The script is in the file LOGON.SCR in the Xtnd private-file folder. It is in a format similar to a Microsoft Windows INI file, and it defines several states. A state is a particular string of characters within a particular rectangle on the screen. The script command for this is LookFor=. Each state has a variable number of actions associated with it that, when taken, move the server session to a more desirable state (that is, closer to the [End] state). Xtnd identifies the current state and then takes the actions associated with that state. Xtnd repeats this process until it reaches a state named [End] or the process itself is canceled. The script can define actions for an [Unknown] state by leaving LookFor= out of the state definition. When attempting to identify the current state, Xtnd searches the defined states in the order in which they appear in the script. The order is sometimes significant. For example, an incorrect password state should be defined before the content-server logon attempt state if the incorrect password error message is displayed directly on the logon screen. If an [Unknown] state is defined, it must come at the end of the script. Any key mnemonics and special symbols referred to by the script are translated by Xtnd. Strings to be typed can contain key mnemonics and the {Password} symbol. Other strings can use only the other special symbols. You must include braces {} when using a key mnemonic or special symbol. Changing the logon script If Xtnd will not connect to the content server (Xptr or Xptr DS), you may need to change the format of the second command in the [Server] section of your logon script from... Type="{XPTR} data({id}/{password},{name},{-}xpc001){enter}" to... Type="{XPTR} data={id}/{password},{name},{-}xpc001{enter}" or... Type="{XPTR} {ID}/{Password},{Name},{-}xpc001{Enter}" By default, Xtnd uses a server VTAM message logon exit to expedite the logon process. If the logon exit is not active, this line in the [Server] section: Type="{XPTR} data({id}/{password},{name},{-}xpc001){enter}" Xtnd User Manual (July 2006) 335

336 is equivalent to... Type="{XPTR}{Enter}" This latter line is sufficient and will always work. You can change the line if desired, but it is not necessary. The "data({id}/{password},{name},{-}xpc001)" portion of the line is ignored when the VTAM message logon exit is not active. Additionally, if you receive an error message when attempting to log on to an Xptr 4.1 content server using a Telnet TN3270 (TCP/IP) connection, you may need to changing the following sections: In the [Expired] section, change... TabTo="X/PTR User Name ==>" to... TabTo="User Name" In the [Systemware L21] section, change... TabTo="X/PTR User Name ==>" to... TabTo="User Name" In the [Systemware L22] section, change... TabTo="X/PTR User Name ==>" to... TabTo="User Name" Customizing a logon script Use the reference information and logon script example in this section as a guide for customizing your logon script. Logon script commands Use this table as a reference when creating or changing logon script commands. Command [StateName] Cancel="string" Description Each state definition begins with a name for the state. This name is for your convenience. All scripts must, however, include an [End] state. Xtnd performs best when the [End] state appears at the beginning of the logon script. Script execution is canceled, and the specified string is displayed as a message. 336 Systemware, Inc.

337 A Xtnd logon scripts Command LookFor="string",top,left, bottom,right Message="string" PromptFor="string",top, left,bottom,right TabTo="string" TabToAbs="string",col TabToRel="string",col Type="string" Typelf="lookforstring",top, left,bottom,right, "typeifstring", "typeelsestring" Description The current state is defined by the specified string appearing in the specified rectangle. Any of the coordinates can be omitted. The top row defaults to 01, the left column to 01, the bottom row to 24, and the right column to 80. If you LookFor= out of a state definition (or use quotes " " as the string), the state definition is used when an otherwise unknown state is encountered. Script execution pauses, and the specified string is displayed as a message. After you acknowledge the message, script execution resumes. Use this command to prompt the user for information (for example, an account number) during logon script processing. Locates the string on the screen in the defined rectangle if provided. The user is prompted with a dialog box displaying string. Next, it tabs to the specified location and deposits the user input. The Tab key is sent to the server until the specified string appears somewhere in the current row or until the cursor returns to its original position. The Tab key is sent to the server until the specified string appears at the specified column in the current row or until the cursor returns to its original position. The Tab key is sent to the server until the specified string appears at the specified column in the current row or until the cursor returns to its original position. The column is relative to the current cursor position, with 0 (zero) being the same as the current cursor position. The specified string is sent to the server. The string should not contain multiple attention keys (such as Enter or PA1), but it may contain multiple occurrences of other keys such as Tab. Uses LookFor= to see if the first string appears on the server screen. If so, it uses Type= to type the second string. If not, it uses Type= to type the third string. Xtnd User Manual (July 2006) 337

338 Command TypeUntil="lookforstring", top,left,bottom,right, "typeifstring",timeout Wait=timeout WaitFor="string",top,left, bottom,right,timeout WaitForHost=timeout Description Uses Type= to type the second string until LookFor= returns that the first string appears on the server screen or until the server screen does not change after the string is typed. The timeout value is the total number of seconds to continue before failing. It is optional and defaults to 60 seconds. Waits for the specified number of seconds. The timeout value is the number of seconds to wait. It is optional. The default is one second. Uses LookFor= to wait for the specified string to appear on the server screen, checking once per second. The timeout value is the number of seconds to wait before failing. It is optional. The default is 60 seconds. Waits for the server to become ready for further input. The server is considered ready when all the OIA Group 8 bits remain zero for three seconds. This function always results in at least a three-second delay. The timeout value is the number of seconds to wait before failing. It is optional. The default is 60 seconds. Key mnemonics recognized in strings This list shows key mnemonic values that are recognized in strings. {Attn} {Enter} {PA3} {BackTab} {EraseEOF} {PF1} to {PF24} {BS} {EraseInput} {POR} {Clear} {FastLeft} {Print} {CursorSel} {FastRight} {PrintPS} {Delete} {FieldMark} {Reset} {DeleteWord} {Home} {Right} {DevCancel} {Insert} {SysReq} {DestructBS} {Left} {Tab} {Down} {NewLine} {Up} {Dup} {PA1} {WordLeft} {End} {PA2} {WordRight} 338 Systemware, Inc.

339 A Xtnd logon scripts Special symbols recognized in strings The following table lists special symbols recognized by Xtnd. Symbol {XPTR} {ID} {Password} {Name} Logon script example The following script is similar to the sample script included with Xtnd. You can review this sample to determine where changes should be made in your own logon script. [End] LookFor="XPC>",1,7,1,10 [XPD] LookFor="XPD",1,7,1,9 Type="{PA1}" WaitForHost= Wait= Description [Xptr] LookFor="Command ===>",2,2,2,13 TabTo="Command ===>" Type="{-}XPC001{Enter}" WaitForHost= Wait= [Invalid] LookFor="INVALID" Cancel="An invalid command or password was entered." [Failed] LookFor="FAILED" Cancel="Bad or missing information was encountered, or a system error occurred." [Expired] LookFor="EXPIRED" Message="Your password has expired." TabTo="Security Logon ID ==>" Type="{ID}" TabTo="Password ==>" Type="{Password}" TabTo="User Name" Type="{Name}" TabTo="New password ==>" Type="{NewPassword}" Content-server (Xptr or Xptr DS) startup name Security logon ID Logon password (recognized only in typed strings) Content-server (Xptr or Xptr DS) user name - (hyphen) Content-server (Xptr or Xptr DS) jump character ; (semicolon) Used as first character of a line to indicates that line contains comments only. Xtnd User Manual (July 2006) 339

340 TabToRel="==>",-4 Type="{NewPassword}" Type="{Enter}" WaitForHost= Wait= [Specify RACF] LookFor="SPECIFY RACF" Cancel="Additional security information was requested by the host." [Specify valid] LookFor="SPECIFY VALID" Cancel="Additional security information was requested by the host." [Denied] LookFor="DENIED" Cancel="Logon was denied by the host." [Not available] LookFor="NOT AVAILABLE" Cancel="The host security system is not available." [Not recognized] LookFor="NOT RECOGNIZED" Cancel="The user name was not recognized by the host." [Not authorized] LookFor="NOT AUTHORIZED" Cancel="The user is not authorized for this host function." [Systemware G33] LookFor="G33:",1,1,1,80 Message="You do not have an initial report list in Xptr." Type="{PF3}" WaitForHost= Wait= [Systemware L20] LookFor="L20: Logon",1,1,1,80 TabTo="User Name ===>" Type="{Name}" Type="{Enter}" WaitForHost= Wait= [Systemware L21] LookFor="L21: Logon",1,1,1,80 TabTo="Security Logon ID ==>" Type="{ID}" TabTo="Password ==>" Type="{Password}" TabTo="User Name" Type="{Name}" Type="{Enter}" WaitForHost= Wait= [Systemware L22] LookFor="L22: Logon",1,1,1, Systemware, Inc.

341 A Xtnd logon scripts TabTo="Security Logon ID ==>" Type="{ID}" TabTo="Password ==>" Type="{Password}" TabTo="User Name" Type="{Name}" Type="{Enter}" WaitForHost= Wait= [Server] LookFor="SYSTEM" ; ; You can speed up the logon process by using one of the lines below in ; place of the Type="{XPTR}{Enter}" line below. Ask your system ; administrator which style to use, or simply try each, one at a time, ; and see if it works. ; ; Use this line if your system uses no data delimiters ;Type="{XPTR} {ID}/{Password},{Name},{-}xpc001{Enter}" ; If the one above fails, try this one. ;Type="{XPTR} ({ID}/{Password},{Name},{-}xpc001){Enter}" ; ; Use this line if your system uses data= ;Type="{XPTR} data={id}/{password},{name},{-}xpc001{enter}" ; If the one above fails, try this one. ;Type="{XPTR} data=({id}/{password},{name},{-}xpc001){enter}" ; ; Use this line if your system uses data() ;Type="{XPTR} data({id}/{password},{name},{-}xpc001){enter}" ; Type="{XPTR}{Enter}" WaitForHost= Wait= [TSO] LookFor="READY",1,2,24,6 Type="logoff" Type="{Enter}" WaitForHost= Wait= [ISPF] LookFor="ISPF/PDF Primary Option Menu",1,1,1,80 Type="X" Type="{Enter}" WaitForHost= Wait= [Unknown] Type="{PF3}" WaitForHost= Wait=3 Xtnd User Manual (July 2006) 341

342 342 Systemware, Inc.

343 Appendix B Xtnd file types Xtnd system files are located in the Xtnd folder, including the logon script, setup log file, online help, and connection profiles. In addition, each time you create a file cabinet or add items to a file cabinet, Xtnd generates one or more files and stores them in the file cabinet folder. All Xtnd-generated file names in a file cabinet are of the form nnnnnnnn.ext. The name is represented by nnnnnnnn; the file type is represented by the three-character extension (ext). The information in this section is included in order to help you understand Xtnd s operation. Do NOT edit these files or you could adversely affect the operation of Xtnd. The only exception to editing an Xtnd file is that, with guidance from an Xtnd administrator or Systemware technical support representative, you can modify the logon script (LOGON.SCR), which is used for a Telnet connection (Xtnd 2.6 only). Text document files Each text document is represented by a header file and a text file. The header file has a unique name assigned by Xtnd with an XTD extension. Its corresponding text file has the same file name with a TXT extension. For example, the text of the downloaded document represented by header file a.XTD is contained in a.TXT. IBM AFP document files Each IBM AFP graphics document is represented by a header file and a data file. The header file has a unique name assigned by Xtnd with an XTD extension. Its corresponding data file has the same file name with an AFP extension. For example, the data of the downloaded document represented by header file XTD is contained in AFP. An IBM AFP document also uses a resources file that contains all formatting resources (fonts, graphics, and so on) necessary to display and print the document, or parts of the document, in complete graphics form. The file extension for this file is RES. The first time you open an IBM AFP document version, Xtnd compares the resources to what is stored in the resources file in the Xtnd resource folder that was created at Xtnd installation time. Xtnd keeps a catalog in this folder containing resources information about each document version that you open in Xtnd. In this way, Xtnd can open an IBM AFP document without having to download the resources each time. Xtnd User Manual (July 2006) 343

344 Xerox DJDE/metacode document files Each Xerox DJDE/metacode graphics document is represented by a header file and a data file. The header file has a unique name assigned by Xtnd with an XTD extension. Its corresponding data file has the same file name with a CCF extension. For example, the data of the downloaded document represented by header file XTD is contained in CCF. A Xerox DJDE/metacode document also uses a resources file that contains all formatting resources (fonts, graphics, and so on) necessary to display and print the document, or parts of the document, in complete graphics form. The file extension for this file is RES. Note: With a direct or native TCP/IP connection, Xerox documents are converted and displayed as PDF documents in Xtnd; there is no need for these file types for PDF display. Xerox documents are displayed in graphics form in Xtnd with a Telnet connection in Xtnd 2.6 only. Reference: Xtnd file types Use the following table as a reference guide to understand Xtnd file types that you might encounter as an Xtnd user. This table describes the contents of each file type that may be found in the Xtnd folder or in an Xtnd file cabinet folder. Extension Type Contents AFP CCF IBM AFP document data Xerox DJDE/ metacode document data Downloaded IBM AFP document data; normally with the same root name as its header file and in the same folder. Downloaded Xerox DJDE/metacode document data; normally with the same root name as its header file and in the same folder. CHT Chart User-defined chart name, content-server (Xptr or Xptr DS) document name for which it was originally created, and other chart definition information. DVW Default view Same as VEW files, but with the same root name as a document header file and in the same folder; used to store view information (font, colors, etc.) when no other view is selected. HLP Help Online help topics accessible by selecting Help on the main menu or by pressing F1 in an open dialog box. INI Configuration Configuration parameters used by Xtnd. Using the Xtnd Option Editor, you can change certain configuration parameters. See the appendix Xtnd configuration parameters for details. LOG Setup log Messages generated during Xtnd installation setup process. 344 Systemware, Inc.

345 B Xtnd file types Extension Type Contents QRY Query User-defined query name, content-server (Xptr or Xptr DS) document name for which it was originally created, and other query definition information. RES Graphics document resources Downloaded graphics document resources; contains all formatting resources (fonts, graphics, and so on) necessary to display and print the document, or parts of the document, in complete graphics form. SCR Logon script Series of commands that automate the Xtnd connection to X/PTR on the server. TRC TXT Communications trace Text document data Communications trace log used by Systemware technical support representative for troubleshooting purposes. Downloaded text document data; normally with the same root name as its header file and in the same folder; can be in another folder. VEW View User-defined view name, content-server (Xptr or Xptr DS) document name for which it was originally created, and other view definition information. XAS Xtnd advanced script User-written script file that can run Xtnd and automatically perform actions such as open views, run queries, and download files for use in other applications. XCP Connection profile Connection profile information in INI file format. These reside in the private file folder. XDB File Cabinet User-defined file cabinet name, path, and most recently accessed folder. These reside in the private file folder. When a file cabinet is created, a place holder copy of the XDB file is created at the file cabinet path. XNO Note Note attached to text or graphics document. File contains user name, label, date, time, and note text. XTD Document header Document type, user-defined document name, and other document definition information. There is always one XTD file for every document or document in a file cabinet. Xtnd User Manual (July 2006) 345

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347 Appendix C Xtnd configuration parameters When you start Xtnd, the XTND32.INI file is used to set configuration parameters for your system. This ASCII file contains is located in the following folder: C:\WINDOWS\XTND32.INI (Windows) Xtnd default configuration parameters are set to accommodate the needs of most users. However, facilities are provided to change certain parameters if necessary. Many Xtnd options can be changed in the Options dialog accessed from the View menu. In order to change certain options before starting Xtnd, the Xtnd Option Editor, XOPT.EXE, is available to simplify changing your Xtnd configuration by editing parameters used by the XTND32.INI file. You can manually edit the XTND32.INI file to change certain system preferences and defaults. If users are required to enter an account identifier to log on to a content server via a native TCP/IP connection through the API, you can edit the connection profile (.XCP file) stored in the Xtnd private-files folder. (This folder was created when you installed Xtnd.) Note: Xtnd configuration parameters are normally set by a system administrator. If you installed Xtnd with the option to include IBM AFP support, the Xtnd Option Editor has three tab pages. The configuration parameters are set in the General tab page. Two additional tab pages allow you to set Xtnd character set and code page definitions that are used when displaying IBM AFP graphics documents. If you did not install IBM AFP support, the Xtnd Option Editor opens with only one dialog; the unneeded tab pages are not present. The Xtnd Option Editor (XOPT.EXE) is installed with the setup program when you install Xtnd. Next, run the setup program and perform a custom installation, selecting ONLY the Option Editor from the Optional Features dialog box. Xtnd User Manual (July 2006) 347

348 Customizing Xtnd configuration or AFP definitions Customizing Xtnd configuration or AFP definitions Most default Xtnd configuration parameters should meet your needs. However, if you do need to change the Xtnd configuration, the Xtnd Option Editor provides the ability to change certain XTND32.INI parameters before starting Xtnd. Use the General tab page in the Xtnd Option Editor window to set Xtnd configuration parameters. Note: If you installed IBM AFP support at Xtnd setup, there will be three tab pages in the Xtnd Option Editor window. Otherwise, there is only one dialog, without the unneeded tab pages. In addition, if you installed IBM AFP support at Xtnd setup, there are two additional tab pages in the Xtnd Option Editor dialog. You can use the Character Set and Code Page tab pages in the Xtnd Option Editor window to set character set and code page definitions for displaying IBM AFP graphics documents. Character Set - Use this tab page to associate a character set with an installed Windows font to be used if Xtnd encounters an unknown character set when an IBM AFP graphics document is displayed. Code Page - Use this tab page to associate a code page name with the default code page, 361. This code page can be used if Xtnd encounters an unknown code page when an IBM AFP graphics document is displayed. What to expect To complete this process successfully, expect the following: You may need to consult your Xtnd administrator before changing configuration parameters with the Xtnd Option Editor. Some parameters in the Xtnd Option Editor General tab page list can also be changed while running Xtnd. Several configuration options can be changed using the Xtnd Options dialog accessed from the View menu. Some options take effect immediately. Others take effect the next time you start Xtnd. Some parameters change the Xtnd window characteristics and the way Xtnd displays documents. For example, the defaults for displaying the toolbar and rulers can be changed. The number of displayed lines per page can be changed. You can set parameters to display or eliminate content-server (Xptr or Xptr DS) directory tab pages from the New dialog. All tab pages are displayed by default unless you change parameters (ShowDir, ShowGlobal, ShowFavorites, ShowWorkQueue) in the Xtnd Option Editor window. If you change timing parameters, you may experience delays and unexpected problems when trying to access server documents. Some parameters affect the way data is handled when copying to the Clipboard. This might be useful if you frequently copy document data to another application such as a spreadsheet. The Character Set and Code Page tab pages pertain to displaying IBM AFP graphics documents only. These tab pages are not present if you did not install IBM AFP support at Xtnd setup. 348 Systemware, Inc.

349 C Xtnd configuration parameters Customize Xtnd configuration parameters Use the following steps to change Xtnd configuration parameters in the Xtnd Option Editor General tab page before starting Xtnd. Step 1. In your Windows system, select the Xtnd Option Editor from the Start > Programs > Systemware > Xtnd menu. The Xtnd Option Editor window opens. Figure 257: Xtnd Option Editor window If you installed IBM AFP support at Xtnd setup, there are three tab pages in the Xtnd Option Editor window. Otherwise, there is only one dialog, without the unneeded tab pages. You can also start the Xtnd Option Editor from the Run dialog box: 1. Click Start>Run. Windows opens the Run dialog box. 2. Click Browse to locate the XOPT.EXE program, or type the drive, folder, and program name in the Open field. 3. Click OK. The Xtnd Option Editor can now be started. The Xtnd Option Editor General tab page shows a list of configuration parameters you can change. The window displays a description of the highlighted parameter, along with its default value. The single-line entry field displays the current value of the highlighted parameter. Step 2. Select the parameter to change. The Xtnd Option Editor highlights the parameter you select. Xtnd User Manual (July 2006) 349

350 Customizing Xtnd configuration or AFP definitions Step 3. Edit the parameter value field. The Apply button becomes active when you edit a parameter value. Figure 258: Changed parameter Step 4. Step 5. Click the Apply button. The Xtnd Option Editor changes the parameter to the one you entered in the value field. After making your changes, click Close. The Xtnd Option Editor application ends. You can now run Xtnd using the new configuration parameters. If you have IBM AFP support installed and want to set character set or code page definitions pertaining to IBM AFP graphics documents, refer to the next section. 350 Systemware, Inc.

351 C Xtnd configuration parameters Set character set and code page definitions for IBM AFP documents Use the following steps to set definitions for Xtnd character set and code page definition files that can be used when IBM AFP graphics documents are displayed in the Xtnd window. Note: To set IBM AFP character-set and code-page definitions, you must have IBM AFP support installed. Step 1. Step 2. Step 3. Start the Xtnd Option Editor. The Xtnd Option Editor opens and the General tab page is displayed. To add a character set to the character set definition file (CSDEF.FNT), click the Character Set tab. The Xtnd Option Editor displays the Character Set tab page. Type a name for the character set in the Name field. The Select Font button becomes active. Figure 259: Character Set tab page with Select Font button active Xtnd User Manual (July 2006) 351

352 Customizing Xtnd configuration or AFP definitions Step 4. Click the Select Font button. The Font dialog opens. Figure 260: Font dialog Step 5. Step 6. Step 7. Select a font, style, and size; click OK. The Xtnd Option Editor returns to the Character Set tab page. Click Apply. The Xtnd Option Editor adds the character set entry to the CSDEF.FNT definition file used by Xtnd for IBM AFP graphics documents. To add a name to the code page definition file (CPDEF.FNT), click the Code Page tab. The Xtnd Option Editor displays the Code Page tab page. Figure 261: Code Page tab 352 Systemware, Inc.

353 C Xtnd configuration parameters Step 8. Step 9. Type the name of the code page in the Name field and click the Apply button. The Xtnd Option Editor adds the name to the code page definition file, CPDEF.FNT, used by Xtnd for IBM AFP graphics documents. After making all your changes, click Close. The Xtnd Option Editor application ends. You can now run Xtnd using the new IBM AFP graphics document definitions. Xtnd User Manual (July 2006) 353

354 Editing preferences in the XTND32.INI file Editing preferences in the XTND32.INI file You can manually edit the XTND32.INI file to change certain system preferences and defaults. Generally, this is done by or at the direction of your system administrator, based on how Xtnd is used in your environment. Listing document versions by date and time or by version number The default is to display lists of document versions sorted by date and time when you are connected to a content server (Xptr or Xptr DS) via direct or native TCP/IP (not applicable to a Telnet connection). If you want version lists displayed by version number order (as they are in earlier versions of Xtnd), edit the VersionOrder parameter in the [Preferences] section of the XTND32.INI file. The default is VersionOrder=1. Change the parameter to VersionOrder=0 and dialogs that list document versions will display them in version-number order. Changing work queue options for New dialog You can edit work-queue parameters in the [Preferences] section of the XTND32.INI file. Displaying or hiding Queue button in New dialog In the Directories and Favorites tabs of the New dialog, the Queue button allows users to add documents to a work queue. If you do not want to allow this function, you can display the Directories and Favorites tabs of the New dialog without the Queue button. To remove the Queue button from the Directories and Favorites tabs of the New dialog, edit the ShowWQButton parameter in the [Preferences] section of the XTND32.INI file. The default is ShowWQButton=1. Change the parameter to ShowWQButton=0 to hide the Queue button. Prompting users when adding large documents to work queue In the Directories and Favorites tabs of the New dialog, the Queue button allows users to add documents to a work queue. To control the addition of documents with large numbers of pages, you can edit the PromptWorkQueue=N parameter in the [Preferences] section of the XTND32.INI file. The default is PromptWorkQueue=0, which disables prompting. If you change N to be greater than zero (0), the user is prompted to continue or cancel adding the document to the work queue if the number of pages in the document exceeds the value of N. For example, if PromptWorkQueue=99 and the number of pages in the document is 105, the user is prompted to continue or cancel when he clicks the Queue button to add the document to a work queue. Changing default error message prompt time The default time Xtnd waits for a response from Xptr before displaying an error message is thirty (30) seconds. This value can be set by adding the following line to the [Preferences] section of the XTND32.INI file: Timeout=n where n is the number of seconds to wait (0-999, default is 30 seconds). Note: This value can also be set with the Xtnd Option Editor. 354 Systemware, Inc.

355 C Xtnd configuration parameters Adding security banner message to Xtnd startup You can add an optional security banner at Xtnd startup. The message is read from a text file on local disk. Xtnd uses the path and file name defined with the BannerFile parameter in the [Preferences] section of the XTND32.INI file. If not defined, the default file name (banner.txt) and private path are used. If the banner file is not found, the message box is not displayed. The user must click the Yes button in response to the banner message in order to continue the Xtnd session. For example, if you have a banner message file named banner2.txt, the [Preferences] section might have this entry: [Preferences] BannerFile=C:\Xtnd32\banner2.txt... Changing cursor location for notes dialog You can set the initial cursor field for the Add Note dialog to the Label field instead of the note text box. Change the CursorToNoteLabel parameter in the [Preferences] section of the XTND32.INI file to move the cursor. This parameter defaults to 0 (zero), which disables this option. Use 1 (one) to set the initial focus to the Label field in the dialog box in order to allow users to enter a label first. [Preferences]... CursorToNoteLabel=1... Xtnd User Manual (July 2006) 355

356 Editing connection profile to prompt for account ID Editing connection profile to prompt for account ID If users are required to enter an account identifier to log on to a content server using a native TCP/IP connection through the Systemware proprietary API, you can edit the connection profile stored in the Xtnd private-files folder. The XCP files are located in the Xtnd private-files folder. This folder was created when you installed Xtnd; the default name is C:\Xtnd32. If your logon process requires an account identifier for security purposes, edit the connection profile (.XCP file) manually to add the AccountPrompt parameter, set to 1 (one) to the [Profile] section. After you add this parameter and log on the first time, the Account parameter is automatically added to the [Profile] section. [Profile] Name=sysAPI LastDir=/ LastWq= WqRpt= BrowseShow=0 BrowseSort=0 BrowseTab=0... ID=zzjmn Password= XPTR= Session=A Jump=- Delay=300 UserName=DEFAULT Script= DLLName=SWXAPI.DLL Host=host99 Port= SingleSignOn=0 PromptAccount=1 Account= When you log on to the content server using this connection profile, you will see this dialog asking for account ID during the logon process. Figure 262: Account for logon process 356 Systemware, Inc.

357 Appendix D Text Query Language When using Xtnd s query feature to extract and display text at the line level, experienced users familiar with content-server (Xptr or Xptr DS) Text Query Language (TQL) expressions and syntax can enter and modify commands directly into the TQL text box in the Query Properties dialog. Most users will want to use the Xtnd Query Properties dialog to create and modify query statements, but this appendix is provided for those who understand TQL at an advanced level and want to tailor queries by typing the commands themselves. Refer to the chapter Running queries for details about using the Xtnd query facility. Syntax TQL query syntax is free-form. Words can be separated by any number of blanks. Words can also be separated by the following special characters: ( ), < >! = ' " SELECT statement The SELECT statement selects lines for viewing that conform to set conditions. The general format is: SELECT scope_of_return WHERE conditions The scope_of_return indicates what is returned relative to the lines that meet the conditions. Conditions are one or more clauses specifying tests such as find, index application, and index variables, connected with Boolean operators. If multiple SELECT statements are present, they are evaluated in sequence. Each SELECT statement selects from the results of the preceding statement. Scope of return The conditions identify one or more lines in the document. The scope_of_return identifies the number of lines selected around each identified line, and can include any or several of the following phrases: PAGES HEADERS LINES Entire page Document page headers defined by system administrator Selected lines Xtnd User Manual (July 2006) 357

358 FROM PRIOR/NEXT n LINES Starts line retrieval relative to lines selected within the same page. TO NEXT/PRIOR n LINES Default values for scope_of_return are HEADERS LINES. If only HEADERS is specified, only the headers as defined in the document definition are returned. PAGES supersedes all other phrases since it is all-inclusive. PAGES also affects the manner in which the results of tests are combined. Conditions Ends line retrieval relative to lines selected within the same page. Conditions follow the word WHERE. The user can specify any of the following conditions connected with Boolean operators AND, OR, and NOT. Parentheses are available to make explicit logical associations. The following command is a text search (FIND). The string must lie within apostrophes or quotes: TEXT 'string' [BETWEEN COLUMNS n AND m] [BETWEEN LINES n AND m] The following command applies an index: INDEX index_name [FOR username] The following command is an index variable test. The relations are VARIABLE variable_name [NOT] relation 'value' where relation can be <, <=, =, >=, >, or!= The following command is an index variable test that selects all cases where the variable has any value in the list, or is not in the list if NOT is specified. The list consists of one or more index variable values separated by a comma. VARIABLE variable_name [NOT] IN (list) The trailing dollar sign at the end of variable names is optional. Values for index variable tests and finds are specified as literals in any of three formats: 'string' "string" X'hexchars' Any characters other than an apostrophe are permitted. Any characters other than quotes are permitted. This specifies a string in hex. Only 0-9, A-F are permitted. If an odd number of hexadecimal digits is specified, a leading zero is assumed. Lowercase characters in the document text are converted to uppercase for the purpose of comparison using the FIND command. SET TIME The SET TIME statement determines the maximum amount of time for text search (TEXT 'string') operations. If the text search does not complete within the time limit, an error message is returned. The SET TIME syntax is: SET TIME number 358 Systemware, Inc.

359 D Text Query Language where number is in seconds. The maximum value is one hour. This is an approximate time limit for the entire operation. If SET TIME is omitted or SET TIME 0 is specified, the system default from system parameter SEARCHTIMELIMIT is used. If multiple SET TIME statements are present, only the last statement is used. SET TIME statements placed after SELECT statements still affect the SELECT statement. All text searches for a SELECT statement are executed on a single pass through the database. If text searches are specified on several SELECT statements, the limit applies to the total of all SELECT statements and not to each SELECT statement. If a query consists of both index name or variable tests and text searches, the user can often improve the response time by reducing the effective size of the document with index names and variables on a SELECT statement and performing text searches on a subsequent SELECT statement. Page lists The selection process uses lists of accessible sections of the document (page lists) within the scope of what is selected before the transaction. The result of an OR of two pages lists is a page list that contains every line that is in either of the page lists. The result of an AND operation is a page list that contains only lines that were in both of the page lists. The result of a NOT is a page list that contains every line in the document at the start of the transaction that is not in the specified page list. If PAGES is specified for scope of return, the results of each INDEX, VARIABLE, and TEXT selection are expanded to full pages within the scope of the section of the document selected before the current SELECT statement. This affects the AND test. For example, if a document contains "HERE" on line 2 of every page and "THERE" on line 5 of every page, issue the following command to select the entire document: SELECT PAGES WHERE TEXT "HERE" BETWEEN LINES 1 AND 2 AND TEXT "THERE" BETWEEN LINES 5 AND 6 The following command selects no lines: SELECT LINES WHERE TEXT "HERE" BETWEEN LINES 1 AND 2 AND TEXT "THERE" BETWEEN LINES 5 AND 6 The AND, OR, and NOT operators with parentheses can be combined to any level of nesting. The priority of operators is the same as Structured Query Language (SQL). The priority from highest to lowest is: parentheses, NOT, AND, OR For example, the logical expression "a OR b AND c" is evaluated as "(a OR (b AND c))" Examples: Select all lines containing the word "ZINGER" SELECT WHERE TEXT 'ZINGER' Select all lines containing the word "ZINGER" together with the document-defined headers for those pages: SELECT HEADERS LINES WHERE TEXT 'ZINGER' Select all pages containing both the words "ZINGER" and the word "SUMMARY" on the same page. SELECT PAGES WHERE TEXT 'ZINGER' AND TEXT 'SUMMARY' Xtnd User Manual (July 2006) 359

360 Select all sections of the document where index variable SALES$ is between 1000 and SELECT WHERE VARIABLE SALES$ >= '1000' AND VARIABLE SALES$ <= '2499' Select all lines containing the word "ZINGER" and also extract one line before and after the selected line. SELECT FROM PRIOR 1 LINES TO NEXT 1 LINES WHERE TEXT 'ZINGER' Select pages that contain the word "ZINGER" in columns 21 to 26 and the word "SUMMARY" in columns 61 to 67 on the same page. SELECT PAGES WHERE TEXT 'ZINGER' BETWEEN COLUMNS 21 AND 26 AND TEXT 'SUMMARY' BETWEEN COLUMNS 61 AND 67 Select lines containing the word "SUMMARY" where the word "ZINGER" is on the previous line on the same page. The lines containing the word "ZINGER" are not returned. SELECT FROM NEXT 1 LINES TO NEXT 1 LINES WHERE TEXT 'ZINGER' SELECT LINES WHERE TEXT 'SUMMARY' 360 Systemware, Inc.

361 Appendix E Xtnd advanced scripting Xtnd advanced scripting enables you to execute a predefined set of instructions that perform Xtnd functions. With this feature, you can write scripts to execute Xtnd and perform actions automatically. One example might be a script to run a query to search for account numbers with credit balances in the latest version of a text document; the results of the query might then be saved to a file on a local network for use in another application such as a text editor. Another useful script might open a specific version of a document, apply a view to display only those columns that pertain to parts inventory, and save or export this view as a CSV file to use in a spreadsheet application. You can create a script file using Xtnd script commands and store it in the Xtnd private folder with the.xas extension. Note: Only one instance of Xtnd can be running on a machine at any given time; you must close Xtnd prior to running any scripts. When you execute the script, you can perform any of the following functions: Start the Xtnd application Select an Xtnd file cabinet Connect to a content-server (Xptr or Xptr DS) system, logging on if necessary Open a version of a content-server (Xptr or Xptr DS) text document Apply a view to the text document Run a structured text query against the document Specify options for saving an exported file Save the view or query output to a file on your local system (or append the data to an existing TXT or CSV file) Download a document to a file cabinet Invoke an external application, such as a word-processing or spreadsheet application Xtnd User Manual (July 2006) 361

362 Creating the script Creating the script The script file is an ASCII file with an XAS extension. Each line represents an action to execute (or is a comment). Use the following commands and parameters to create your script file with any text editor. Refer to the examples to see how you might create a script for your needs. Commands The order of the commands must be the logical sequence of events. For example, you must open the document before applying a view or running a query. In order for the view to be applied to the query s results, your script must run the VIEW command after the QUERY command. Command Parameters Description ; [comment] Comment lines begin with a semicolon. Example: ; This is a comment line APPEND file_name For TXT or CSV files, this command saves output to the specified file name, adding data at the end of the file. If there is no existing file with the specified name, the command is the same as the SAVE command. Example: APPEND c:\myfiles\data2.csv DOWNLOAD report_name Downloads a displayed content-server (Xptr or Xptr DS) document (the name used in the OPEN statement) to the current file cabinet Example: DOWNLOAD /AUTO/SALES/FEB.TOTALS LOG [text] Writes a timestamp and the optional text to the xtndlog.txt file. This command allows you to log custom progress messages, which can be useful when troubleshooting a script. Example: LOG Write this text to the log file. OPEN report [VER version] Opens the specified content-server (Xptr or Xptr DS) document name (fully-qualified folder path). The default version is the latest version. If you want a specific version, use the VER parameter. Example: OPEN /AUTO/SALES/FEB.TOTALS VER Systemware, Inc.

363 E Xtnd advanced scripting Command Parameters Description QUERY query_name Runs the query against the open document. Example: QUERY stk1000 RUN command_line Executes the command line to invoke an application. Example: RUN c:\office\excel.exe c:\mydata\data.csv SAVE file_name Saves or exports output to the specified file name (creates a new file). Example: SAVE c:\myfiles\data1.txt SET parameter value Use a global parameter to set the current Xtnd file cabinet or to select a connection profile and connect to a content-server (Xptr or Xptr DS) system. (See the section, Global parameters for SET command, for formats.) Example: SET FILECAB myfilecab SET FOLDER myfolder SET CONNECT myxptr SET parameter [option] Allows you to specify parameters and options for exporting a file to another application. (See the section, Options for SET command parameters, for formats.) Example: SET HEADER yes SET FOOTER no VIEW view_name Applies the specified view to the open document. Example: VIEW myview Xtnd User Manual (July 2006) 363

364 Creating the script Global parameters for SET command Use these parameters with the SET command. Global parameters must be set first in the script file to specify the Xtnd file cabinet and to connect to a content-server (Xptr or Xptr DS) system. Parameter Options Description FILECAB file_cabinet_name Sets the current file cabinet. Any documents that you download will be saved to this file cabinet. Xtnd will use this as the default location to locate any views or queries in the script. The file cabinet name must be exactly as you named it in the File Cabinet Properties dialog. Example: SET FILECAB myfilecab FOLDER [folder_name] Sets the current folder to allow access to subfolders within the file cabinet. This is an optional parameter. The default folder is the file cabinet s main (base) folder. The file cabinet name must be set before the SET FOLDER command is executed. Example: ; Go to myviews folder and apply a view. SET FOLDER myviews VIEW myview ; Return to main file cabinet folder. SET FOLDER CONNECT connection_name Selects the connection name and connects to a content server (Xptr or Xptr DS), logging on if necessary. Xtnd is a reserved name. The connection name must be exactly as you named it in the Connection Profile Properties dialog. Example: SET CONNECT myxptr 364 Systemware, Inc.

365 E Xtnd advanced scripting Options for SET command parameters When exporting a document to something other than a text file (TXT extension), you can indicate whether or not you want to include frozen lines and column headers, column footers, and defined reference fields; you can indicate whether or not you want to include the options on every page. Use these options with the SET command to specify options for saving the exported file. Refer to the chapter Exporting Xtnd documents to other applications for more information about this Xtnd function. Parameter Options Description FIELDS yes or no Instructs Xtnd to place the value of a defined field in a new column to the left of the defined columns. Example: SET FIELDS yes FOOTER HEADER yes, no, or each yes, no, or each Running the script You can execute the script from the Windows command prompt or from a Windows batch file. Running the script from command prompt Instructs Xtnd to include column footers on the first page, or on every page, of an exported file. Example: SET FOOTER no Instructs Xtnd to include frozen lines and column headers on the first page, or on every page, of an exported file. Example: SET HEADER each After you have created the script, you can execute it from the Windows command prompt. There can be only one Xtnd session active at a time; therefore be sure that you close the Xtnd application before running a script. This sample command starts Xtnd and executes the script named sample2.xas: c:\program Files\Systemware\xtnd\xtnd.exe c:\xtnd32\sample2.xas If you specify a script file name without the complete path, Xtnd looks for the script in your private folder. (In the example above, if xtnd32 is the private folder, you could specify sample2.xas without the path and get the same results.) The output or results file can be stored on your local system to use in another application, or you can invoke the application and process the output file within the script. Xtnd User Manual (July 2006) 365

366 Running the script The following figure shows an example script. The sample sets up a file cabinet and connection, opens a document, applies a view, saves the results in CSV format, and opens the new file using the Microsoft Excel spreadsheet application. ; Set global parameters: SET FILECAB My FileCabinet SET CONNECT test connection LOG Open version 2 of the Stock.status report. OPEN /TEST/INDEXED/STOCK.STATUS VER 2 ; Apply a view SET FOLDER myviews VIEW qtylow LOG Save the report in comma separated values format. SET HEADER each SAVE c:\myreports\test.csv ; Open the CSV file using MS Excel. RUN C:\Program Files\Microsoft Office\Office\excel C:\myreports\test.csv LOG Script completed successfully. Figure 263: Sample Xtnd advanced scripting file Views and queries can be created outside Xtnd and stored in the file cabinet; this gives you the ability to create a longer set of instructions than you can create interactively in Xtnd. For troubleshooting purposes, Xtnd creates a log file named xtndlog.txt and stores it in your Xtnd private folder. Xtnd appends output to this log indefinitely; you should periodically edit or delete it when it becomes too large. Running scripts from a batch file The power of the Xtnd advanced scripting feature can be further enhanced by running XAS scripts from Windows batch (.BAT) files. The batch files can be very simple, such as a batch file that starts a single script, or complex, like a batch file that runs multiple scripts with processing control, starting a different script based on the result of a previous script. Because Xtnd advanced scripting does not provide conditional (IF, ELSE) or processing control (FOR, WHILE) commands, batch files must be used to perform these functions. The following sections provide examples of how batch files can be used to enhance Xtnd advanced scripting capabilities. Example: Timestamp XAS output files using a batch file A batch file can be used to start an XAS script and then manipulate the resulting text or CSV format file. For example, a batch file could generate a text file, using an XAS script, and then rename the file based on the date and time. The timestamp.bat batch file, shown here, performs that function. SET varpath=%1 SET varname=%2 ECHO Start the Xtnd script "%varpath%\%varname%.xas". 366 Systemware, Inc.

367 E Xtnd advanced scripting C:\Program Files\Systemware\Xtnd\Xtnd.exe %varpath%\%varname%.xas ECHO Create name for "%varname%.txt" file, which includes timestamp. FOR /F "usebackq tokens=1" %%n IN (`dir %varpath%\%varname%.txt /b`) /F "usebackq tokens=2,3,4 delims=/ " %%d IN (`date /t`) /F "usebackq tokens=1,2 delims=: " %%t IN (`time /t`) varout=%%d%%e%%f_%%t%%u_%%n RENAME %varpath%\%varname%.txt %varout% ECHO Renamed the resulting text file "%varpath%\%varout%". Note: The FOR statement in the sample batch file is actually one line, which is wrapped to show its entire contents. It is this statement that parses the current time and date to create the timestamp string, which is inserted at the beginning of the text file name. This batch file could be used to start any XAS script that produces a text (.TXT) output file with the same path and base name. Refer to the XAS script named C:\XtndData\TextReport.xas shown here: ; Set the file cabinet global parameters. SET FILECAB My FileCabinet SET CONNECT Xptr1 ; Open and save the desired content-server document as a text file. OPEN /REPORTS/STOCKS SAVE C:\XtndData\TextReport.txt The XAS script path and base file name are specified as command line arguments when the batch file is started. The command line to start the timestamp.bat batch file to execute the TextReport.xas script, is: timestamp.bat C:\XtndData TextReport If the XAS and batch files execute successfully, the console output appear similar to the following: Start the Xtnd script "C:\XtndData\TextReport.xas" Create name for "TextReport.txt" file, which includes a timestamp. Renamed the resulting text file " C:\XtndData\ _357p_TextReport.txt ". Example: Start multiple XAS scripts from a batch file Because XAS scripts terminate processing when an error occurs, a batch file can be used to ensure that all desired data is processed. If there are multiple steps in an XAS script and an intermediate step fails, subsequent steps will not be processed. Consider the following XAS script. ; Set global parameters first SET FILECAB My FileCabinet SET CONNECT Xptr1 ; STEP 1: Save version 101 call data to text file. OPEN /REPORT/DAILY VER 101 QUERY Calls SAVE c:\calls.txt ; STEP 2: Append version 102 call data to the file OPEN /REPORT/DAILY VER 102 Xtnd User Manual (July 2006) 367

368 Running the script QUERY Calls APPEND c:\calls.txt ; STEP 3: Append version 103 call data to the file OPEN /REPORT/DAILY VER 103 QUERY Calls APPEND c:\calls.txt If Step 2 fails to return any data, the resulting xtndlog.txt file would look like this: 12/01/04 15:27:50: XT300: Script processing started. 12/01/04 15:27:50: XT301: Script file name: "C:\calls.xas" 12/01/04 15:27:50: XT317: Using file cabinet "My FileCabinet". 12/01/04 15:28:04: XT315: Using connection profile "Xptr1". 12/01/04 15:28:04: XT322: Using document /REPORT/DAILY version /01/04 15:28:04: XT325: Using query "Calls". 12/01/04 15:28:04: XT311: Using output file "c:\calls.txt". 12/01/04 15:28:05: XT336: Successfully saved "c:\calls.txt". 12/01/04 15:28:06: XT322: Using document /REPORT/DAILY version /01/04 15:28:06: XT137: There are no lines in the query result. 12/01/04 15:28:06: XT307: Script processing terminated due to an error. 12/01/04 15:28:06: XT303: Script processing ended. As you can see, as soon as the script hits a document version with no data from the query, it stops. Therefore, the output file, calls.txt, will only contain data from Step 1. To resolve this issue, the steps could be separated into individual XAS scripts that run as steps from a batch file. For example, the following calls.bat script would produce the desired output: ECHO Process calls script for version 101. C:\Program Files\Systemware\Xtnd\Xtnd.exe C:\calls101.xas ECHO Process calls script for version 102. C:\Program Files\Systemware\Xtnd\Xtnd.exe C:\calls102.xas ECHO Process calls script for version 103. C:\Program Files\Systemware\Xtnd\Xtnd.exe C:\calls103.xas The resulting xtndlog.txt file shows that all three versions of the document were processed. Even though version 102 produced no data, calls.txt will contain the data from versions 101 and 103 of the document. 12/01/04 15:27:50: XT300: Script processing started. 12/01/04 15:27:50: XT301: Script file name: "C:\calls101.xas" 12/01/04 15:27:50: XT317: Using file cabinet "My FileCabinet". 12/01/04 15:28:04: XT315: Using connection profile "Xptr1". 12/01/04 15:28:04: XT322: Using document /REPORT/DAILY version /01/04 15:28:04: XT325: Using query "Calls". 12/01/04 15:28:04: XT311: Using output file "c:\calls.txt". 12/01/04 15:28:05: XT336: Successfully saved "c:\calls.txt". 12/01/04 15:28:06: XT303: Script processing ended. 12/01/04 15:28:07: XT300: Script processing started. 12/01/04 15:28:07: XT301: Script file name: "C:\calls102.xas" 12/01/04 15:28:07: XT317: Using file cabinet "My FileCabinet". 12/01/04 15:28:07: XT315: Using connection profile "Xptr1". 12/01/04 15:28:08: XT322: Using document /REPORT/DAILY version /01/04 15:28:09: XT325: Using query "Calls". 12/01/04 15:28:09: XT137: There are no lines in the query result. 12/01/04 15:28:09: XT307: Script processing terminated due to an error. 368 Systemware, Inc.

369 E Xtnd advanced scripting 12/01/04 15:28:09: XT303: Script processing ended. 12/01/04 15:28:21: XT300: Script processing started. 12/01/04 15:28:21: XT301: Script file name: "C:\calls103.xas" 12/01/04 15:28:21: XT317: Using file cabinet "My FileCabinet". 12/01/04 15:28:24: XT315: Using connection profile "Xptr1". 12/01/04 15:28:24: XT322: Using document /REPORT/DAILY version /01/04 15:28:24: XT325: Using query "Calls". 12/01/04 15:28:24: XT311: Using output file "c:\calls.txt". 12/01/04 15:28:25: XT336: Successfully saved "c:\calls.txt". 12/01/04 15:28:26: XT303: Script processing ended. Xtnd User Manual (July 2006) 369

370 Running the script 370 Systemware, Inc.

371 Appendix F Xtnd messages This appendix provides a reference section of all Xtnd information and error messages. Xtnd version 2.6 XMSG_XT001 Do you want to cancel this operation? XMSG_XT002 Unable to get a report list. XMSG_XT003 You must enter a profile name. XMSG_XT004 You must enter a host name or IP address. Contact your Xptr administrator if you are not sure what to enter here. XMSG_XT005 You must enter a port number. The port number is usually 23. Contact your Xptr administrator if you are not sure what to enter here. XMSG_XT006 ""%s"" is not a valid Xptr user name. Type ""DEFAULT"" (without the quotation marks), or contact your Xptr administrator if you are not sure what to enter here. XMSG_XT007 You must enter a logon script filename. XMSG_XT008 The file ""%s"" does not exist. XMSG_XT009 %s This directory does not exist. Do you want to create it? XMSG_XT010 You must enter a file cabinet name. XMSG_XT011 You must enter a path. XMSG_XT012 ""%s"" is not a legal path name. (You may enter the name of a path that does not yet exist, but it must be a legal path name.) XMSG_XT013 You must enter a filename when creating a shared file cabinet. XMSG_XT014 ""%s"" is not a legal filename. Use a different filename. XMSG_XT015 ""%s"" is a 32-bit hexadecimal number, and is not a legal file cabinet filename. Use a different filename. XMSG_XT016 No page text was returned. XMSG_XT017 Are you sure you want to remove the index ""%s""? XMSG_XT018 Do you want to add this report to your document list? XMSG_XT019 A document with the name ""%s"" already exists. Use a different name. XMSG_XT020 This applied view contains an invalid format instruction. You cannot specify lines less than 1 or greater than the configured maximum number of lines (currently %d), and you cannot specify columns less than 1 or greater than 255. XMSG_XT021 Unable to get a driver option list. XMSG_XT022 Unable to get a driver list. XMSG_XT023 No driver was selected! XMSG_XT024 Driver option error! %s XMSG_XT025 The driver was not found! XMSG_XT026 A driver sequence error occurred! XMSG_XT027 Driver option error! Verify all required parameters have been specified and all options are the correct format and length. XMSG_XT028 Your driver request has been submitted. XMSG_XT029 Unable to get the index variable list. XMSG_XT030 Unable to get the index value list. %s XMSG_XT031 This application requires that either SHARE.EXE or VSHARE.386 be present in order to run properly. For more information search for Microsoft Xtnd User Manual (July 2006) 371

372 Xtnd version 2.6 article ID Q112025, at on the World Wide Web. XMSG_XT032 Unable to get a report list! Error code ""%d"". XMSG_XT033 Unable to get a directory list for the path ""%s"". The directory may have been deleted from the server. XMSG_XT034 Unable to get a version list. XMSG_XT035 A chart with the name ""%s"" could not be created. Do you want to try again? XMSG_XT036 Unable to get a group list. XMSG_XT037 Unable to get a variable list. XMSG_XT038 Unable to get a report list. XMSG_XT039 Unable to get a value list. XMSG_XT040 A chart with the name ""%s"" already exists. Use a different name. XMSG_XT041 Unable to get a report list. XMSG_XT042 A view with the name ""%s"" already exists. Use a different name. XMSG_XT043 A view with the name ""%s"" could not be created. Do you want to try again? XMSG_XT044 %s An external file entry with this name already exists. XMSG_XT045 Are you sure you want to remove the folder ""%s"" and all its contents? XMSG_XT046 Are you sure you want to delete the view ""%s""? XMSG_XT047 Are you sure you want to delete the query ""%s""? XMSG_XT048 Are you sure you want to delete the document ""%s""? XMSG_XT049 A folder with the name ""%s"" already exists. Use a different name. XMSG_XT050 A view with the name ""%s"" already exists. Use a different name. XMSG_XT051 A document with the name ""%s"" already exists. Use a different name. XMSG_XT052 A query with the name ""%s"" already exists. Use a different name. XMSG_XT053 A folder with the name ""%s"" already exists. Use a different name. XMSG_XT054 A folder with the name ""%s"" could not be created. Do you want to try again? XMSG_XT055 A connection profile with the name ""%s"" already exists or could not be created. Use a different name, or try again. XMSG_XT056 A connection profile with the name ""%s"" already exists. Use a different name. XMSG_XT057 Are you sure you want to remove the connection profile ""%s""? XMSG_XT058 A file cabinet with the name ""%s"" already exists. Use a different name. XMSG_XT059 A file cabinet with the filename ""%s"" already exists. Use a different name. XMSG_XT060 The file cabinet could not be created. Do you want to try again? XMSG_XT061 A file cabinet with the name ""%s"" already exists. Use a different name. XMSG_XT062 %s XMSG_XT063 You have changed the maximum number of lines per page. This change will take effect the next time you start Xtnd. XMSG_XT064 You have changed a trace option. This change will take effect the next time you start Xtnd. XMSG_XT065 This report has been archived. Would you like to request that it be restored? XMSG_XT066 %s XMSG_XT067 Your restore request has been submitted. It may be several minutes or more until the restore is complete, particularly if a tape must be mounted by an operator. XMSG_XT068 This report has been archived, but you are not authorized to restore it. Contact your Xptr administrator for help. XMSG_XT069 Invalid characters were encountered in this view file. Not all formatting was read and applied. XMSG_XT070 Unable to add report to the work queue because no versions exist. XMSG_XT071 This button will not function until a valid file cabinet has been selected from those listed in the combo box to the left. XMSG_XT072 Unable to get a page list. 372 Systemware, Inc.

373 F Xtnd messages XMSG_XT073 XMSG_XT074 XMSG_XT075 XMSG_XT076 XMSG_XT077 XMSG_XT078 XMSG_XT079 XMSG_XT080 XMSG_XT081 XMSG_XT082 XMSG_XT083 XMSG_XT084 XMSG_XT085 XMSG_XT086 XMSG_XT087 XMSG_XT088 XMSG_XT089 XMSG_XT090 XMSG_XT091 XMSG_XT092 XMSG_XT096 XMSG_XT097 XMSG_XT098 XMSG_XT099 XMSG_XT100 XMSG_XT101 XMSG_XT102 XMSG_XT103 XMSG_XT104 XMSG_XT105 XMSG_XT106 XMSG_XT107 XMSG_XT108 XMSG_XT109 XMSG_XT110 XMSG_XT111 XMSG_XT112 XMSG_XT113 XMSG_XT114 XMSG_XT115 Unable to get a value list. The selected variable was not defined with the sort attribute in the Xptr index program. Computations cannot be performed on columns greater than twenty-two characters wide. Reduce the width of the selected area and try again. An invalid banner page name was entered. Invalid date range entered. The ending date is prior to the starting date. Unable to submit the query. No report versions exist for the specified date range. Unable to submit the query. No report versions exist. Unable to submit the query. An error occurred when attempting to transmit report and destination information. %s Unable to submit the query. An error occurred when attempting to transmit selection criteria information. %s Unable to submit the query. An error occurred when attempting to terminate the process. %s Your batch query request has been submitted. Unable to execute your request to initiate a batch query. An attempt to access report information failed. Please verify that at least one report version exists and you are able to view the document. Deletion failed. No query criteria selected. Unable to update the selection criteria list. The variable name is missing. Unable to update the selection criteria list. The variable value is missing. Unable to update the selection criteria list. The second variable value is missing. Unable to update the selection criteria list. Duplicate criteria found. Note update failed! The note item ""%s"" only accepts numeric values. Please try again. You must specify the connection type. Click a protocol tab to continue the connection profile configuration. Connection to server failed. Verify the connection profile properties are correct and the Xptr system is operational. You must enter the name of the Xptr system to use. Contact your Xptr administrator if you are not sure what to enter here. This report has been archived. A restore request has been automatically submitted. It may be several minutes or more until the restore is complete, particularly if a tape must be mounted by an operator. A batch query request is about to be sent to Xptr. Proceed? The second password entry is different than the first. Please retype your password in both fields, or leave both fields blank. Unable to get a line list. Error code ""%d"". The report has been downloaded to the current file cabinet. Unable to get text for the current page. No page text was returned. Unable to apply the index. The selected index is not defined. There are no lines in the selected index. The text was not found. No page text was returned. Unable to get text for this document. The text was not found. Multiple files may not be dropped here. Only view files (*.vew) may be dropped here. %s An external file entry with this name already exists. The page number was out of range. Are you sure you want to clear all formatting from this document? A view with the name ""%s"" already exists. Do you want to replace it? Xtnd User Manual (July 2006) 373

374 Xtnd version 2.6 XMSG_XT116 A view with the name ""%s"" already exists. Do you want to try again? XMSG_XT117 A view with the name ""%s"" already exists. Use a different name. XMSG_XT118 The font you have selected is too tall for the current print options. %ssome parts of the page may be truncated. XMSG_XT119 The font you have selected is too wide for the current print options. %ssome parts of the page may be truncated. XMSG_XT120 The text was not found. XMSG_XT121 A query with the name ""%s"" already exists. Do you want to replace it? XMSG_XT122 A query with the name ""%s"" could not be created. Do you want to try again? XMSG_XT123 A query with the name ""%s"" already exists. Use a different name. XMSG_XT124 A query with the name ""%s"" could not be created. Do you want to try again? XMSG_XT125 Only view files (*.vew) and query files (*.qry) may be dropped here. XMSG_XT126 A query with the name ""%s"" already exists. Do you want to replace it? XMSG_XT127 A query with the name ""%s"" could not be created. Do you want to try again? XMSG_XT128 A query with the name ""%s"" already exists. Use a different name. XMSG_XT129 You have not defined any columns for this document. XMSG_XT130 %s An entry for this external file could not be created. Do you want to try again? XMSG_XT131 %s This file could not be opened for writing. It may be in use by another application. XMSG_XT132 %s An entry for this external file could not be created. Do you want to try again? XMSG_XT133 %s XMSG_XT134 %s XMSG_XT135 All window IDs are in use! Close an unneeded Xptr report window and retry the operation. XMSG_XT136 Unable to apply a query. XMSG_XT137 There are no lines in the query result. XMSG_XT138 Archived versions of this report no longer exist. XMSG_XT139 The query text exceeds the size limit (460 bytes for TELNET, 4000 bytes for API). Reduce the size of the query and try again. XMSG_XT140 Unable to create directory %s! XMSG_XT141 This document file may be corrupted. Are you sure you want to delete the document? XMSG_XT142 An error occurred while processing the query. (%s) Please check the query syntax. XMSG_XT143 Your License Activation Code (LAC) has expired or does not exist. Contact your system administrator for assistance. XMSG_XT144 %s An external file entry with this name already exists. XMSG_XT145 %s An entry for this external file could not be created. Do you want to try again? XMSG_XT146 An attempt to write to the file failed. The disk may be full, it may be write-protected, or it may have reported a write error. XMSG_XT147 Report download failed! %s XMSG_XT148 Your terminal has been logged off manually, or by the host. Host reports will be closed, but Xtnd will attempt to log on again, if necessary. XMSG_XT149 Are you sure you want to delete this note? XMSG_XT150 The host connection and an attempt to re-establish communications failed. Host based documents will be closed. XMSG_XT151 The selected file cannot be opened for writing. The document is currently in use by another user. Close the document and try again. XMSG_XT152 The document cannot be opened because the file ""%s"" cannot be found. XMSG_XT153 The document cannot be opened because Xtnd cannot retrieve the properties for the file ""%s"". XMSG_XT154 The document cannot be opened because it is currently being updated, or the maximum number of users (256) have the document open. 374 Systemware, Inc.

375 F Xtnd messages XMSG_XT155 XMSG_XT156 XMSG_XT157 XMSG_XT158 XMSG_XT159 XMSG_XT160 XMSG_XT161 XMSG_XT162 XMSG_XT163 XMSG_XT164 XMSG_XT167 XMSG_XT168 XMSG_XT169 XMSG_XT170 XMSG_XT171 XMSG_XT172 XMSG_XT173 XMSG_XT174 XMSG_XT175 XMSG_XT176 XMSG_XT177 XMSG_XT178 XMSG_XT179 XMSG_XT180 XMSG_XT181 XMSG_XT182 XMSG_XT183 XMSG_XT184 XMSG_XT185 XMSG_XT186 XMSG_XT187 XMSG_XT188 XMSG_XT189 XMSG_XT190 XMSG_XT191 XMSG_XT192 XMSG_XT193 XMSG_XT194 XMSG_XT195 XMSG_XT196 XMSG_XT197 Unable to get a work queue list. Unable to get a report list. Unable to get the driver name. A parameter mapping error occurred. The driver was not found. The report version was not available. The request to add this report to the work queue failed. Your work queue request has been submitted. Are you sure you want to delete the chart ""%s""? A chart with the name ""%s"" already exists. Use a different name. The view mode change will take effect next time the document is opened. A chart with the name ""%s"" already exists. Do you want to replace it? A chart with the name ""%s"" could not be created. Do you want to try again? A chart with the name ""%s"" already exists. Use a different name. The document cannot be opened because the XTD file ""%s"" or the path to it cannot be found. The document cannot be opened because you do not have the authority to update the document properties in XTD file ""%s"". The document cannot be opened because there are no more file handles available. Contact your administrator if closing other applications does not cure this problem Unable to allocate an XTD file key. Make sure the file cabinet folder ""%s"" exists and you have write access. Unable to create an XTD file. Make sure the file cabinet folder ""%s"" exists and you have write access. Your attempt to add a note failed. Xtnd was unable to create the data entry dialog. Your attempt to add a note failed. This may be due to write access being denied on the note file or directory. Unable to create the notes report because no notes were found. Unable to create the notes report because creation of the output file failed. Unable to create the notes report because the output file has been corrupted. Unable to create the notes report due to a file write error. Unable to export because no notes were found. Unable to export the notes because creation of the output file failed. Unable to export the notes because the output file has been corrupted. Unable to export the notes due to a file write error. %s report operation failed! Report name not specified. The add operation failed. The item name is missing. The add operation failed. A duplicate item name was entered. Unable to create a file in which to store the report name and version number information used as the source for notes database cleanup. Cleanup of notes database failed. Unable to open the file containing the names of the reports for which notes are to be deleted. Cleanup of notes database failed. Unable to open/create the log file. Cleanup of notes database completed. The path to the shared report notes definitions is missing. This value is required. The path to the shared notes files is missing. This value is required. Creation of the new shared notes database failed. Xtnd was unable to create the report notes definition file. Creation of the new shared notes database failed. Xtnd was unable to initialize the notes files repository. The path entered for the shared notes definitions is not valid. The file, SWNOTES.INI, cannot be found. Xtnd User Manual (July 2006) 375

376 Xtnd version 2.6 XMSG_XT198 The Xptr communication component could not be found. Xtnd will be unable to communicate with Xptr. Contact your administrator. XMSG_XT199 The Xptr communication component could not be initialized. Xtnd will be unable to use the direct connect access to Xptr. Contact your administrator. XMSG_XT200 The Xptr communication component could not be initialized. Xtnd will be unable to communicate with Xptr. Contact your administrator. XMSG_XT201 You are not allowed to print more than 65,535 pages per request. XMSG_XT202 Unable to access the shared notes. The notes file for this document is in use. Contact your administrator if this condition persists. XMSG_XT203 This will be the first shared note for this document. Contact your administrator if you are not sure how to respond to this situation. Proceed? XMSG_XT204 Unable to open the private notes catalog. Select the NOTES MAINTENANCE CONSTRUCT CATALOG menu option to correct the problem. XMSG_XT205 Unable to open the shared notes catalog. The file may be unavailable due to periodic maintenance. Contact your notes administrator if this problem persists. XMSG_XT206 Private notes catalog read failed (error=""%s""). Contact your notes administrator. XMSG_XT207 Shared notes catalog read failed (error=""%s""). Contact your notes administrator. XMSG_XT208 Creation of a notes catalog in folder ""%s"" failed. Contact your notes administrator. XMSG_XT209 Print operation failure: Printer unavailable or misconfigured. XMSG_XT210 Print operation failure: Unable to initialize the selected printer. XMSG_XT211 Print operation failure: Unable to print the page. XMSG_XT212 This document type may only be accessed using a Native TCP/IP connection. XMSG_XT213 The report contains %s pages. Are you sure you want to send this report to the work queue? XMSG_XT214 This operation is denied! The current shared file cabinet ""%s"" does not allow you write access. XMSG_XT215 Unable to delete the file ""%s"". The file may be open, or access authority may be insufficient. XMSG_XT216 Unable to delete the file ""%s"". The file does not exist. XMSG_XT217 Unable to delete the file ""%s"". The file may be open or in use. XMSG_XT218 Communications call-back error: ""%s"". XMSG_XT219 This report is currently open. You must close all open windows for this report before retrying the delete operation. XMSG_XT220 Connection ""%s"" is currently logged on. You will have to log off for your changes to take effect. XMSG_XT221 %s XMSG_XT222 Error formatting single sign-on ID! Error code ""%d"". XMSG_XT223 Logon failure! Error code returned ""%d"". XMSG_XT224 Single sign-on failure! Xptr security must be enabled and user must be defined in the XSSO table. XMSG_XT225 The query text exceeds the 7 line limit! For TELNET sessions the query may contain a maximum of 460 bytes divided over 7 lines. Reduce the size of the query and try again. XMSG_XT226 Download cancelled! XMSG_XT227 File name ""%s"" does not have an extension. XMSG_XT228 You must log off ""%s"" before testing these connection settings.\n\n***** All open documents will be closed. *****\n\ndo you want to log off now? XMSG_XT229 Logon to connection ""%s"" successful! XMSG_XT300 *************** Script processing started. *************** XMSG_XT301 Script file name: ""%s"" XMSG_XT302 The scripting engine failed to start. XMSG_XT303 **************** Script processing ended. **************** 376 Systemware, Inc.

377 F Xtnd messages XMSG_XT304 The file, ""%s"", does not exist. XMSG_XT305 Unable to read the script file. XMSG_XT306 The script file is empty. XMSG_XT307 Script processing was terminated due to an error. XMSG_XT308 The word, ""%s"", is not a valid command. XMSG_XT309 Missing the output file name. XMSG_XT310 ""%s"" is an invalid file extension. XMSG_XT311 Using output file ""%s"". XMSG_XT312 Successfully added to ""%s"". XMSG_XT313 Connection profile name is missing. XMSG_XT314 Connection profile ""%s"" does not exist. XMSG_XT315 Using connection profile ""%s"". XMSG_XT316 Connect via profile ""&s"" failed. XMSG_XT317 Using file cabinet ""%s"". XMSG_XT318 File cabinet ""%s"" does not exist. XMSG_XT319 Open command missing the report name and version information. XMSG_XT320 Scripts can only process Xptr text documents. XMSG_XT321 Unable to create the document default view. XMSG_XT322 Using document %s. XMSG_XT323 Unable to create document structures. XMSG_XT324 The query name is missing. XMSG_XT325 Using query ""%s"". XMSG_XT326 Unable to initialize query ""%s"". XMSG_XT327 A document must be opened before a query may be applied. XMSG_XT328 Query ""%s"" was not found. XMSG_XT329 Run instructions are missing. XMSG_XT330 Run command invoked ""%s"". XMSG_XT331 The system is out of memory or resources. XMSG_XT332 The.EXE file is invalid. XMSG_XT333 The specified file was not found. XMSG_XT334 The specified path was not found. XMSG_XT335 Run command failed with an undocumented error code. XMSG_XT336 Successfully saved ""%s"". XMSG_XT337 The word, ""%s"", is not a valid option or parameter. XMSG_XT338 The SET command option-parameter value is missing. XMSG_XT339 Unable to process the SET command. XMSG_XT340 The SET command option-parameter name is missing. XMSG_XT341 The view name is missing. XMSG_XT342 View ""%s"" was not found. XMSG_XT343 A document must be opened before a view may be applied XMSG_XT344 Using view ""%s"". XMSG_XT345 Unable to initialize view ""%s"". XMSG_XT346 Successfully downloaded ""%s"" to the file cabinet. XMSG_XT347 Header set to %s. XMSG_XT348 Footer set to %s. XMSG_XT349 Defined fields set to %s. XMSG_XT350 APPEND command valid only for TXT and CSV files. XMSG_XT351 The document must be OPENed before the SAVE or APPEND command may be executed. XMSG_XT352 The file cabinet must be set before the SET FOLDER command may be executed. XMSG_XT353 Using folder ""%s"". XMSG_XT354 Using file cabinet ""%s"" base folder. XMSG_XT355 Folder ""%s"" does not exist in current file cabinet. XMSG_XT356 Log message: %s XMSG_XT357 Using folder path ""%s"". XMSG_XT500 The AFP component could not be initialized (%d). Xtnd will continue to function, but you will be unable to view any AFP documents. Xtnd User Manual (July 2006) 377

378 Xtnd version 2.6 XMSG_XT501 Unable to display the selected AFP document. The AFP component is not installed or did not properly initialize when Xtnd was started. XMSG_XT502 The resource group filename is missing. (To correct this, delete the document from the document list, then add it back to the list.) XMSG_XT503 A resource group file named ""%s"" could not be found. (To correct this, delete the document from the document list, then add it back to the list.) XMSG_XT504 The data filename is missing. (To correct this, delete the document from the document list, then add it back to the list.) XMSG_XT505 A data file named ""%s"" could not be found. (To correct this, delete the document from the document list, then add it back to the list.) XMSG_XT506 Unable to display the selected AFP document. The resource group file or data file may be corrupted. XMSG_XT507 Print operation failure: The document was not printed. XMSG_XT508 An invalid clip area was defined. The area of the screen to be copied must first be marked. XMSG_XT509 An invalid clip area was defined. The area of the screen to be copied must first be marked. XMSG_XT510 An invalid search value was specified. XMSG_XT511 An invalid search value was specified. XMSG_XT512 An invalid go to value was specified. XMSG_XT513 This is not an indexed file. XMSG_XT514 The page rotation could not be set. XMSG_XT515 An invalid zoom factor was specified. XMSG_XT516 The view could not be saved. XMSG_XT517 The view could not be retrieved. XMSG_XT518 The paper size could not be set. XMSG_XT519 Unable to get document resources. (%d) XMSG_XT520 Unable to create the resource group file. XMSG_XT521 Xtnd was unable to get document data. (%d) XMSG_XT522 Xtnd was unable to create the data file. XMSG_XT523 Creation of the resource file failed during a file write operation. The disk may be full, it may be write-protected, or it may have reported a write error. XMSG_XT524 Creation of the data file failed during a file write operation. The disk may be full, it may be write-protected, or it may have reported a write error. XMSG_XT525 Xtnd is unable to display the selected document. The data file may be corrupted. XMSG_XT526 Xtnd was unable to save the resources because there was not enough memory. XMSG_XT527 Xtnd was unable to save resources because a disk error occurred. The disk may be full, it may be write-protected, or it may have reported a write error. XMSG_XT528 Xtnd was unable to extract pages because a disk error occurred. The disk may be full, it may be write-protected, or it may have reported a write error. XMSG_XT529 %s XMSG_XT530 Page extraction failed. Xtnd was unable to allocate system resources. XMSG_XT534 Xtnd is unable to display the selected AFP document. The AFP component is not installed or did not properly initialize when Xtnd was started. XMSG_XT535 Xtnd is unable to catalog the resource file. Attempt to browse document failed. XMSG_XT536 You are not authorized to access the AFP resource catalog (%s). Contact your administrator. You will need both read and write access. XMSG_XT537 Your system has run out of file handles. Contact your administrator if closing other applications does not cure this problem. XMSG_XT538 The AFP resources data path (%s) specified in FTDPORT2.INI does not exist. Contact your administrator. 378 Systemware, Inc.

379 F Xtnd messages XMSG_XT539 XMSG_XT540 XMSG_XT541 XMSG_XT542 XMSG_XT543 XMSG_XT544 XMSG_XT545 XMSG_XT546 XMSG_XT550 XMSG_XT551 XMSG_XT552 XMSG_XT553 XMSG_XT554 XMSG_XT555 XMSG_XT556 XMSG_XT557 XMSG_XT558 XMSG_XT559 XMSG_XT560 XMSG_XT561 XMSG_XT562 XMSG_XT563 XMSG_XT564 XMSG_XT565 XMSG_XT600 XMSG_XT603 XMSG_XT604 XMSG_XT605 XMSG_XT621 XMSG_XT622 XMSG_XT626 XMSG_XT627 XMSG_XT628 XMSG_XT636 XMSG_XT637 The resource catalog is corrupt. This is a catastrophic error. Notify your administrator of this situation. Unable to access AFP resources. System is busy. Try again later. Xtnd is unable to allocate resources for the selected page. Xtnd is unable to display the selected page. Xtnd is unable to allocate resources for the print operation. Print operation failure: Xtnd was not able to set the printer page size. Xtnd is unable to cache the document resource file. This will not inhibit viewing of the document. However, you may experience a degradation in performance. Print operation failure: Xtnd is not able to print to the selected printer. Xtnd is unable to continue displaying this document. Viewing of this document will be terminated. Contact your administrator. Retrieval of extraction presentation text data failed (%d). You have selected a font family that is not compatible with the character set definition. Please make another select. Xtnd is unable to assign a font global identifier to the character set defined. Xtnd is unable to update the character set definition. Xtnd is unable to allocate undo resources. Make sure you are authorized to update files in the AFP fonts directory. Xtnd is unable to add the character set definition. An attempt to create the undo resources failed. Make sure you are authorized to update files in the AFP fonts directory. Xtnd has detected that font changes have been made. Do you want to save these changes? Unable to locate the text in the screen area selected. Remember, only presentation text is searched. Displayed text may be part of a form or graphic image & the font metrics for those is cannot be changed. Change the amount of text selected & try again. The marked text did not contain enough characters to conduct a valid search. A minimum of two characters must be selected. Xtnd is unable to add a font global identifier. Make sure you are authorized to update the character set definition file and there exists sufficient disk space. Xtnd is unable to open the file %s. The font code page and character set values received from the server were blank. The font mapping feature will not work on the selected text. Xtnd is unable to add the coded font definition. An attempt to create the undo resources failed. Make sure you are authorized to update files in the AFP fonts directory. Xtnd is unable to update the coded font definition file. Make sure you are authorized to update files in the AFP fonts directory. Xtnd is unable to allocate an XTD file key. Make sure the install data folder ""%s"" exists and you have read/write access. The report has been downloaded to the current file cabinet. Xtnd was unable to apply an index. The selected index is not defined. There are no lines in the selected index. A query with the name ""%s"" already exists. Do you want to replace it? A query with the name ""%s"" could not be created. Do you want to try again? A query with the name ""%s"" already exists. Do you want to replace it? A query with the name ""%s"" could not be created. Do you want to try again? A query with the name ""%s"" already exists. Use a different name. Xtnd was unable to apply a query. There are no lines in the query result. Xtnd User Manual (July 2006) 379

380 Xtnd version 2.6 XMSG_XT639 XMSG_XT642 XMSG_XT647 XMSG_XT700 XMSG_XT701 XMSG_XT702 XMSG_XT703 XMSG_XT704 XMSG_XT705 XMSG_XT706 XMSG_XT707 XMSG_XT712 XMSG_XT719 XMSG_XT720 XMSG_XT721 XMSG_XT722 XMSG_XT723 XMSG_XT724 XMSG_XT725 XMSG_XT726 XMSG_XT727 XMSG_XT734 XMSG_XT735 XMSG_XT736 XMSG_XT737 XMSG_XT738 XMSG_XT739 XMSG_XT740 XMSG_XT749 XMSG_XT800 XMSG_XT803 XMSG_XT804 XMSG_XT805 The query text exceeds the size limit (460 bytes for TELNET, 4000 bytes for API). Reduce the size of the query and try again. An error occurred while processing the query. (%s) An attempt to write to the file failed. The disk may be full, it may be write-protected, or it may have reported a write error. The XEROX component could not be initialized. Xtnd will continue to function, but you will be unable to view any XEROX documents. Xtnd is unable to display the selected XEROX document. The XEROX component is not installed or did not properly initialize when Xtnd was started. The resource group filename is missing. (To correct this, delete the document from the document list, then add it back to the list.) A resource group file named ""%s"" could not be found. (To correct this, delete the document from the document list, then add it back to the list.) The data filename is missing. (To correct this, delete the document from the document list, then add it back to the list.) A data file named ""%s"" could not be found. (To correct this, delete the document from the document list, then add it back to the list.) Xtnd is unable to display the selected XEROX document. The resource group file or data file may be corrupted. Print operation failure: The document was not printed. The page number was out of range. Xtnd was unable to get document resources. (%d) Xtnd was unable to create the resource group file. Xtnd was unable to get document data. (%d) Xtnd was unable to create the data file. Creation of the resource file failed during a file write operation. The disk may be full, it may be write-protected, or it may have reported a write error. Creation of the data file failed during a file write operation. The disk may be full, it may be write-protected, or it may have reported a write error. Xtnd is unable to display the selected document. The data file may be corrupted. Xtnd was unable to save the resources because there was not enough memory. Xtnd was unable to save resources because a disk error occurred. The disk may be full, it may be write-protected, or it may have reported a write error. Xtnd is unable to display the selected XEROX document. The XEROX component is not installed or did not properly initialize when Xtnd was started. Xtnd is unable to display the selected XEROX document. The XEROX component may be corrupted. You are not authorized to access the XEROX resource catalog. Contact your administrator. You will need both read and write access. Your system has run out of file handles. Contact your administrator if closing other applications does not cure this problem. The directory path you specified as the location of the XEROX resources does not exist. Contact your administrator. The resource catalog is corrupt. This is a catastrophic error. Notify your administrator of this situation. Unable to access XEROX resources. System is busy. Try again later. Xtnd is unable to catalog the resource file. Attempt to browse document failed. The report has been downloaded to the current file cabinet. Xtnd was unable to apply an index. The selected index is not defined. There are no lines in the selected index. 380 Systemware, Inc.

381 F Xtnd messages XMSG_XT821 XMSG_XT822 XMSG_XT826 XMSG_XT827 XMSG_XT828 XMSG_XT836 XMSG_XT837 XMSG_XT839 XMSG_XT842 XMSG_XT847 A query with the name ""%s"" already exists. Do you want to replace it? A query with the name ""%s"" could not be created. Do you want to try again? A query with the name ""%s"" already exists. Do you want to replace it? A query with the name ""%s"" could not be created. Do you want to try again? A query with the name ""%s"" already exists. Use a different name. Xtnd was unable to apply a query. There are no lines in the query result. The query text exceeds the size limit (460 bytes for TELNET, 4000 bytes for API). Reduce the size of the query and try again. An error occurred while processing the query. (%s) An attempt to write to the file failed. The disk may be full, it may be write-protected, or it may have reported a write error. Xtnd version 2.8 and later XMSG_XT001 Do you want to cancel this operation? XMSG_XT002 Unable to get a report list. XMSG_XT003 You must enter a profile name. XMSG_XT004 You must enter a host name or IP address. Contact your Xptr administrator if you are not sure what to enter here. XMSG_XT005 You must enter a port number. The port number is usually 23. Contact your Xptr administrator if you are not sure what to enter here. XMSG_XT006 ""%s"" is not a valid Xptr user name. Type ""DEFAULT"" (without the quotation marks), or contact your Xptr administrator if you are not sure what to enter here. XMSG_XT007 You must enter a logon script filename. XMSG_XT008 The file ""%s"" does not exist. XMSG_XT009 %s This directory does not exist. Do you want to create it? XMSG_XT010 You must enter a file cabinet name. XMSG_XT011 You must enter a path. XMSG_XT012 ""%s"" is not a legal path name. (You may enter the name of a path that does not yet exist, but it must be a legal path name.) XMSG_XT013 You must enter a filename when creating a shared file cabinet. XMSG_XT014 ""%s"" is not a legal filename. Use a different filename. XMSG_XT015 ""%s"" is a 32-bit hexadecimal number, and is not a legal file cabinet filename. Use a different filename. XMSG_XT016 No page text was returned. XMSG_XT017 Are you sure you want to remove the index ""%s""? XMSG_XT018 Do you want to add this report to your document list? XMSG_XT019 A document with the name ""%s"" already exists. Use a different name. XMSG_XT020 This applied view contains an invalid format instruction. You cannot specify lines less than 1 or greater than the configured maximum number of lines (currently %d), and you cannot specify columns less than 1 or greater than 255. XMSG_XT021 Unable to get a driver option list. XMSG_XT022 Unable to get a driver list. XMSG_XT023 No driver was selected! XMSG_XT024 Driver option error! %s XMSG_XT025 The driver was not found! XMSG_XT026 A driver sequence error occurred! XMSG_XT027 Driver option error! Verify all required parameters have been specified and all options are the correct format and length. XMSG_XT028 Your driver request has been submitted. XMSG_XT029 Unable to get the index variable list. XMSG_XT030 Unable to get the index value list. %s Xtnd User Manual (July 2006) 381

382 Xtnd version 2.8 and later XMSG_XT031 This application requires that either SHARE.EXE or VSHARE.386 be present in order to run properly. For more information search for Microsoft article ID Q112025, at on the World Wide Web. XMSG_XT032 Unable to get a report list! Error code ""%d"". XMSG_XT033 Unable to get a directory list for the path ""%s"". The directory may have been deleted from the server. XMSG_XT034 Unable to get a version list. XMSG_XT035 A chart with the name ""%s"" could not be created. Do you want to try again? XMSG_XT036 Unable to get a group list. XMSG_XT037 Unable to get a variable list. XMSG_XT038 Unable to get a report list. XMSG_XT039 Unable to get a value list. XMSG_XT040 A chart with the name ""%s"" already exists. Use a different name. XMSG_XT041 Unable to get a report list. XMSG_XT042 A view with the name ""%s"" already exists. Use a different name. XMSG_XT043 A view with the name ""%s"" could not be created. Do you want to try again? XMSG_XT044 %s An external file entry with this name already exists. XMSG_XT045 Are you sure you want to remove the folder ""%s"" and all its contents? XMSG_XT046 Are you sure you want to delete the view ""%s""? XMSG_XT047 Are you sure you want to delete the query ""%s""? XMSG_XT048 Are you sure you want to delete the document ""%s""? XMSG_XT049 A folder with the name ""%s"" already exists. Use a different name. XMSG_XT050 A view with the name ""%s"" already exists. Use a different name. XMSG_XT051 A document with the name ""%s"" already exists. Use a different name. XMSG_XT052 A query with the name ""%s"" already exists. Use a different name. XMSG_XT053 A folder with the name ""%s"" already exists. Use a different name. XMSG_XT054 A folder with the name ""%s"" could not be created. Do you want to try again? XMSG_XT055 A connection profile with the name ""%s"" already exists or could not be created. Use a different name, or try again. XMSG_XT056 A connection profile with the name ""%s"" already exists. Use a different name. XMSG_XT057 Are you sure you want to remove the connection profile ""%s""? XMSG_XT058 A file cabinet with the name ""%s"" already exists. Use a different name. XMSG_XT059 A file cabinet with the filename ""%s"" already exists. Use a different name. XMSG_XT060 The file cabinet could not be created. Do you want to try again? XMSG_XT061 A file cabinet with the name ""%s"" already exists. Use a different name. XMSG_XT062 %s XMSG_XT063 You have changed the maximum number of lines per page. This change will take effect the next time you start Xtnd. XMSG_XT064 You have changed a trace option. This change will take effect the next time you start Xtnd. XMSG_XT065 This report has been archived. Would you like to request that it be restored? XMSG_XT066 %s XMSG_XT067 XMSG_XT068 XMSG_XT069 XMSG_XT070 XMSG_XT071 Your restore request has been submitted. It may be several minutes or more until the restore is complete, particularly if a tape must be mounted by an operator. This report has been archived, but you are not authorized to restore it. Contact your Xptr administrator for help. Invalid characters were encountered in this view file. Not all formatting was read and applied. Unable to add report to the work queue because no versions exist. This button will not function until a valid file cabinet has been selected from those listed in the combo box to the left. 382 Systemware, Inc.

383 F Xtnd messages XMSG_XT072 XMSG_XT073 XMSG_XT074 XMSG_XT075 XMSG_XT076 XMSG_XT077 XMSG_XT078 XMSG_XT079 XMSG_XT080 XMSG_XT081 XMSG_XT082 XMSG_XT083 XMSG_XT084 XMSG_XT085 XMSG_XT086 XMSG_XT087 XMSG_XT088 XMSG_XT089 XMSG_XT090 XMSG_XT091 XMSG_XT092 XMSG_XT096 XMSG_XT097 XMSG_XT098 XMSG_XT099 XMSG_XT100 XMSG_XT101 XMSG_XT102 XMSG_XT103 XMSG_XT104 XMSG_XT105 XMSG_XT106 XMSG_XT107 XMSG_XT108 XMSG_XT109 XMSG_XT110 XMSG_XT111 XMSG_XT112 XMSG_XT113 XMSG_XT114 Unable to get a page list. Unable to get a value list. The selected variable was not defined with the sort attribute in the Xptr index program. Computations cannot be performed on columns greater than twenty-two characters wide. Reduce the width of the selected area and try again. An invalid banner page name was entered. Invalid date range entered. The ending date is prior to the starting date. Unable to submit the query. No report versions exist for the specified date range. Unable to submit the query. No report versions exist. Unable to submit the query. An error occurred when attempting to transmit report and destination information. %s Unable to submit the query. An error occurred when attempting to transmit selection criteria information. %s Unable to submit the query. An error occurred when attempting to terminate the process. %s Your batch query request has been submitted. Unable to execute your request to initiate a batch query. An attempt to access report information failed. Please verify that at least one report version exists and you are able to view the document. Deletion failed. No query criteria selected. Unable to update the selection criteria list. The variable name is missing. Unable to update the selection criteria list. The variable value is missing. Unable to update the selection criteria list. The second variable value is missing. Unable to update the selection criteria list. Duplicate criteria found. Note update failed! The note item ""%s"" only accepts numeric values. Please try again. You must specify the connection type. Click a protocol tab to continue the connection profile configuration. Connection to server failed. Verify the connection profile properties are correct and the Xptr system is operational. You must enter the name of the Xptr system to use. Contact your Xptr administrator if you are not sure what to enter here. This report has been archived. A restore request has been automatically submitted. It may be several minutes or more until the restore is complete, particularly if a tape must be mounted by an operator. A batch query request is about to be sent to Xptr. Proceed? The second password entry is different than the first. Please retype your password in both fields, or leave both fields blank. Unable to get a line list. Error code ""%d"". The report has been downloaded to the current file cabinet. Unable to get text for the current page. No page text was returned. Unable to apply the index. The selected index is not defined. There are no lines in the selected index. The text was not found. No page text was returned. Unable to get text for this document. The text was not found. Multiple files may not be dropped here. Only view files (*.vew) may be dropped here. %s An external file entry with this name already exists. The page number was out of range. Are you sure you want to clear all formatting from this document? Xtnd User Manual (July 2006) 383

384 Xtnd version 2.8 and later XMSG_XT115 A view with the name ""%s"" already exists. Do you want to replace it? XMSG_XT116 A view with the name ""%s"" already exists. Do you want to try again? XMSG_XT117 A view with the name ""%s"" already exists. Use a different name. XMSG_XT118 The font you have selected is too tall for the current print options. %ssome parts of the page may be truncated. XMSG_XT119 The font you have selected is too wide for the current print options. %ssome parts of the page may be truncated. XMSG_XT120 The text was not found. XMSG_XT121 A query with the name ""%s"" already exists. Do you want to replace it? XMSG_XT122 A query with the name ""%s"" could not be created. Do you want to try again? XMSG_XT123 A query with the name ""%s"" already exists. Use a different name. XMSG_XT124 A query with the name ""%s"" could not be created. Do you want to try again? XMSG_XT125 Only view files (*.vew) and query files (*.qry) may be dropped here. XMSG_XT126 A query with the name ""%s"" already exists. Do you want to replace it? XMSG_XT127 A query with the name ""%s"" could not be created. Do you want to try again? XMSG_XT128 A query with the name ""%s"" already exists. Use a different name. XMSG_XT129 You have not defined any columns for this document. XMSG_XT130 %s An entry for this external file could not be created. Do you want to try again? XMSG_XT131 %s This file could not be opened for writing. It may be in use by another application. XMSG_XT132 %s An entry for this external file could not be created. Do you want to try again? XMSG_XT133 %s XMSG_XT134 %s XMSG_XT135 All window IDs are in use! Close an unneeded Xptr report window and retry the operation. XMSG_XT136 Unable to apply a query. XMSG_XT137 There are no lines in the query result. XMSG_XT138 Archived versions of this report no longer exist. XMSG_XT139 The query text exceeds the size limit of 4000 bytes. Reduce the size of the query and try again. XMSG_XT140 Unable to create directory %s! XMSG_XT141 This document file may be corrupted. Are you sure you want to delete the document? XMSG_XT142 An error occurred while processing the query. (%s) Please check the query syntax. XMSG_XT143 Your License Activation Code (LAC) has expired or does not exist. Contact your system administrator for assistance. XMSG_XT144 %s An external file entry with this name already exists. XMSG_XT145 %s An entry for this external file could not be created. Do you want to try again? XMSG_XT146 An attempt to write to the file failed. The disk may be full, it may be write-protected, or it may have reported a write error. XMSG_XT147 Report download failed! %s XMSG_XT148 Your terminal has been logged off manually, or by the host. Host reports will be closed, but Xtnd will attempt to log on again, if necessary. XMSG_XT149 Are you sure you want to delete this note? XMSG_XT150 The host connection and an attempt to re-establish communications failed. Host based documents will be closed. XMSG_XT151 The selected file cannot be opened for writing. The document is currently in use by another user. Close the document and try again. XMSG_XT152 The document cannot be opened because the file ""%s"" cannot be found. XMSG_XT153 The document cannot be opened because Xtnd cannot retrieve the properties for the file ""%s"". 384 Systemware, Inc.

385 F Xtnd messages XMSG_XT154 XMSG_XT155 XMSG_XT156 XMSG_XT157 XMSG_XT158 XMSG_XT159 XMSG_XT160 XMSG_XT161 XMSG_XT162 XMSG_XT163 XMSG_XT164 XMSG_XT167 XMSG_XT168 XMSG_XT169 XMSG_XT170 XMSG_XT171 XMSG_XT172 XMSG_XT173 XMSG_XT174 XMSG_XT175 XMSG_XT176 XMSG_XT177 XMSG_XT178 XMSG_XT179 XMSG_XT180 XMSG_XT181 XMSG_XT182 XMSG_XT183 XMSG_XT184 XMSG_XT185 XMSG_XT186 XMSG_XT187 XMSG_XT188 XMSG_XT189 XMSG_XT190 XMSG_XT191 XMSG_XT192 XMSG_XT193 XMSG_XT194 XMSG_XT195 XMSG_XT196 The document cannot be opened because it is currently being updated, or the maximum number of users (256) have the document open. Unable to get a work queue list. Unable to get a report list. Unable to get the driver name. A parameter mapping error occurred. The driver was not found. The report version was not available. The request to add this report to the work queue failed. Your work queue request has been submitted. Are you sure you want to delete the chart ""%s""? A chart with the name ""%s"" already exists. Use a different name. The view mode change will take effect next time the document is opened. A chart with the name ""%s"" already exists. Do you want to replace it? A chart with the name ""%s"" could not be created. Do you want to try again? A chart with the name ""%s"" already exists. Use a different name. The document cannot be opened because the XTD file ""%s"" or the path to it cannot be found. The document cannot be opened because you do not have the authority to update the document properties in XTD file ""%s"". The document cannot be opened because there are no more file handles available. Contact your administrator if closing other applications does not cure this problem Unable to allocate an XTD file key. Make sure the file cabinet folder ""%s"" exists and you have write access. Unable to create an XTD file. Make sure the file cabinet folder ""%s"" exists and you have write access. Your attempt to add a note failed. Xtnd was unable to create the data entry dialog. Your attempt to add a note failed. This may be due to write access being denied on the note file or directory. Unable to create the notes report because no notes were found. Unable to create the notes report because creation of the output file failed. Unable to create the notes report because the output file has been corrupted. Unable to create the notes report due to a file write error. Unable to export because no notes were found. Unable to export the notes because creation of the output file failed. Unable to export the notes because the output file has been corrupted. Unable to export the notes due to a file write error. %s report operation failed! Report name not specified. The add operation failed. The item name is missing. The add operation failed. A duplicate item name was entered. Unable to create a file in which to store the report name and version number information used as the source for notes database cleanup. Cleanup of notes database failed. Unable to open the file containing the names of the reports for which notes are to be deleted. Cleanup of notes database failed. Unable to open/create the log file. Cleanup of notes database completed. The path to the shared report notes definitions is missing. This value is required. The path to the shared notes files is missing. This value is required. Creation of the new shared notes database failed. Xtnd was unable to create the report notes definition file. Creation of the new shared notes database failed. Xtnd was unable to initialize the notes files repository. Xtnd User Manual (July 2006) 385

386 Xtnd version 2.8 and later XMSG_XT197 The path entered for the shared notes definitions is not valid. The file, SWNOTES.INI, cannot be found. XMSG_XT198 The Xptr communication component could not be found. Xtnd will be unable to communicate with Xptr. Contact your administrator. XMSG_XT199 The Xptr communication component could not be initialized. Xtnd will be unable to use the direct connect access to Xptr. Contact your administrator. XMSG_XT200 The Xptr communication component could not be initialized. Xtnd will be unable to communicate with Xptr. Contact your administrator. XMSG_XT201 You are not allowed to print more than 65,535 pages per request. XMSG_XT202 Unable to access the shared notes. The notes file for this document is in use. Contact your administrator if this condition persists. XMSG_XT203 This will be the first shared note for this document. Contact your administrator if you are not sure how to respond to this situation. Proceed? XMSG_XT204 Unable to open the private notes catalog. Select the NOTES MAINTENANCE CONSTRUCT CATALOG menu option to correct the problem. XMSG_XT205 Unable to open the shared notes catalog. The file may be unavailable due to periodic maintenance. Contact your notes administrator if this problem persists. XMSG_XT206 Private notes catalog read failed (error=""%s""). Contact your notes administrator. XMSG_XT207 Shared notes catalog read failed (error=""%s""). Contact your notes administrator. XMSG_XT208 Creation of a notes catalog in folder ""%s"" failed. Contact your notes administrator. XMSG_XT209 Print operation failure: Printer unavailable or misconfigured. XMSG_XT210 Print operation failure: Unable to initialize the selected printer. XMSG_XT211 Print operation failure: Unable to print the page. XMSG_XT212 This document type may only be accessed using a Native TCP/IP connection. XMSG_XT213 The report contains %s pages. Are you sure you want to send this report to the work queue? XMSG_XT214 This operation is denied! The current shared file cabinet ""%s"" does not allow you write access. XMSG_XT215 Unable to delete the file ""%s"". The file may be open, or access authority may be insufficient. XMSG_XT216 Unable to delete the file ""%s"". The file does not exist. XMSG_XT217 Unable to delete the file ""%s"". The file may be open or in use. XMSG_XT218 Communications call-back error: ""%s"". XMSG_XT219 This report is currently open. You must close all open windows for this report before retrying the delete operation. XMSG_XT220 Connection ""%s"" is currently logged on. You will have to log off for your changes to take effect. XMSG_XT221 %s XMSG_XT222 Error formatting single sign-on ID! Error code ""%d"". XMSG_XT223 Logon failure! Error code returned ""%d"". XMSG_XT224 Single sign-on failure! Xptr security must be enabled and user must be defined in the XSSO table. XMSG_XT226 Download cancelled! XMSG_XT227 File name ""%s"" does not have an extension. XMSG_XT228 You must log off ""%s"" before testing these connection settings.\n\n***** All open documents will be closed. *****\n\ndo you want to log off now? XMSG_XT229 Logon to connection ""%s"" successful! XMSG_XT300 *************** Script processing started. *************** XMSG_XT301 Script file name: ""%s"" XMSG_XT302 The scripting engine failed to start. XMSG_XT303 **************** Script processing ended. **************** XMSG_XT304 The file, ""%s"", does not exist. 386 Systemware, Inc.

387 F Xtnd messages XMSG_XT305 Unable to read the script file. XMSG_XT306 The script file is empty. XMSG_XT307 Script processing was terminated due to an error. XMSG_XT308 The word, ""%s"", is not a valid command. XMSG_XT309 Missing the output file name. XMSG_XT310 ""%s"" is an invalid file extension. XMSG_XT311 Using output file ""%s"". XMSG_XT312 Successfully added to ""%s"". XMSG_XT313 Connection profile name is missing. XMSG_XT314 Connection profile ""%s"" does not exist. XMSG_XT315 Using connection profile ""%s"". XMSG_XT316 Connect via profile ""&s"" failed. XMSG_XT317 Using file cabinet ""%s"". XMSG_XT318 File cabinet ""%s"" does not exist. XMSG_XT319 Open command missing the report name and version information. XMSG_XT320 Scripts can only process Xptr text documents. XMSG_XT321 Unable to create the document default view. XMSG_XT322 Using document %s. XMSG_XT323 Unable to create document structures. XMSG_XT324 The query name is missing. XMSG_XT325 Using query ""%s"". XMSG_XT326 Unable to initialize query ""%s"". XMSG_XT327 A document must be opened before a query may be applied. XMSG_XT328 Query ""%s"" was not found. XMSG_XT329 Run instructions are missing. XMSG_XT330 Run command invoked ""%s"". XMSG_XT331 The system is out of memory or resources. XMSG_XT332 The.EXE file is invalid. XMSG_XT333 The specified file was not found. XMSG_XT334 The specified path was not found. XMSG_XT335 Run command failed with an undocumented error code. XMSG_XT336 Successfully saved ""%s"". XMSG_XT337 The word, ""%s"", is not a valid option or parameter. XMSG_XT338 The SET command option-parameter value is missing. XMSG_XT339 Unable to process the SET command. XMSG_XT340 The SET command option-parameter name is missing. XMSG_XT341 The view name is missing. XMSG_XT342 View ""%s"" was not found. XMSG_XT343 A document must be opened before a view may be applied XMSG_XT344 Using view ""%s"". XMSG_XT345 Unable to initialize view ""%s"". XMSG_XT346 Successfully downloaded ""%s"" to the file cabinet. XMSG_XT347 Header set to %s. XMSG_XT348 Footer set to %s. XMSG_XT349 Defined fields set to %s. XMSG_XT350 APPEND command valid only for TXT and CSV files. XMSG_XT351 The document must be OPENed before the SAVE or APPEND command may be executed. XMSG_XT352 The file cabinet must be set before the SET FOLDER command may be executed. XMSG_XT353 Using folder ""%s"". XMSG_XT354 Using file cabinet ""%s"" base folder. XMSG_XT355 Folder ""%s"" does not exist in current file cabinet. XMSG_XT356 Log message: %s XMSG_XT357 Using folder path ""%s"". XMSG_XT500 The AFP component could not be initialized (%d). Xtnd will continue to function, but you will be unable to view any AFP documents. XMSG_XT501 Unable to display the selected AFP document. The AFP component is not installed or did not properly initialize when Xtnd was started. Xtnd User Manual (July 2006) 387

388 Xtnd version 2.8 and later XMSG_XT502 The resource group filename is missing. (To correct this, delete the document from the document list, then add it back to the list.) XMSG_XT503 A resource group file named ""%s"" could not be found. (To correct this, delete the document from the document list, then add it back to the list.) XMSG_XT504 The data filename is missing. (To correct this, delete the document from the document list, then add it back to the list.) XMSG_XT505 A data file named ""%s"" could not be found. (To correct this, delete the document from the document list, then add it back to the list.) XMSG_XT506 Unable to display the selected AFP document. The resource group file or data file may be corrupted. XMSG_XT507 Print operation failure: The document was not printed. XMSG_XT508 An invalid clip area was defined. The area of the screen to be copied must first be marked. XMSG_XT509 An invalid clip area was defined. The area of the screen to be copied must first be marked. XMSG_XT510 An invalid search value was specified. XMSG_XT511 An invalid search value was specified. XMSG_XT512 An invalid go to value was specified. XMSG_XT513 This is not an indexed file. XMSG_XT514 The page rotation could not be set. XMSG_XT515 An invalid zoom factor was specified. XMSG_XT516 The view could not be saved. XMSG_XT517 The view could not be retrieved. XMSG_XT518 The paper size could not be set. XMSG_XT519 Unable to get document resources. (%d) XMSG_XT520 Unable to create the resource group file. XMSG_XT521 Xtnd was unable to get document data. (%d) XMSG_XT522 Xtnd was unable to create the data file. XMSG_XT523 Creation of the resource file failed during a file write operation. The disk may be full, it may be write-protected, or it may have reported a write error. XMSG_XT524 Creation of the data file failed during a file write operation. The disk may be full, it may be write-protected, or it may have reported a write error. XMSG_XT525 Xtnd is unable to display the selected document. The data file may be corrupted. XMSG_XT526 Xtnd was unable to save the resources because there was not enough memory. XMSG_XT527 Xtnd was unable to save resources because a disk error occurred. The disk may be full, it may be write-protected, or it may have reported a write error. XMSG_XT528 Xtnd was unable to extract pages because a disk error occurred. The disk may be full, it may be write-protected, or it may have reported a write error. XMSG_XT529 %s XMSG_XT530 Page extraction failed. Xtnd was unable to allocate system resources. XMSG_XT534 Xtnd is unable to display the selected AFP document. The AFP component is not installed or did not properly initialize when Xtnd was started. XMSG_XT535 Xtnd is unable to catalog the resource file. Attempt to browse document failed. XMSG_XT536 You are not authorized to access the AFP resource catalog (%s). Contact your administrator. You will need both read and write access. XMSG_XT537 Your system has run out of file handles. Contact your administrator if closing other applications does not cure this problem. XMSG_XT538 The AFP resources data path (%s) specified in FTDPORT2.INI does not exist. Contact your administrator. XMSG_XT539 The resource catalog is corrupt. This is a catastrophic error. Notify your administrator of this situation. XMSG_XT540 Unable to access AFP resources. System is busy. Try again later. 388 Systemware, Inc.

389 F Xtnd messages XMSG_XT541 XMSG_XT542 XMSG_XT543 XMSG_XT544 XMSG_XT545 XMSG_XT546 XMSG_XT550 XMSG_XT551 XMSG_XT552 XMSG_XT553 XMSG_XT554 XMSG_XT555 XMSG_XT556 XMSG_XT557 XMSG_XT558 XMSG_XT559 XMSG_XT560 XMSG_XT561 XMSG_XT562 XMSG_XT563 XMSG_XT564 XMSG_XT565 XMSG_XT600 XMSG_XT603 XMSG_XT604 XMSG_XT605 XMSG_XT636 XMSG_XT637 XMSG_XT639 XMSG_XT642 XMSG_XT647 Xtnd is unable to allocate resources for the selected page. Xtnd is unable to display the selected page. Xtnd is unable to allocate resources for the print operation. Print operation failure: Xtnd was not able to set the printer page size. Xtnd is unable to cache the document resource file. This will not inhibit viewing of the document. However, you may experience a degradation in performance. Print operation failure: Xtnd is not able to print to the selected printer. Xtnd is unable to continue displaying this document. Viewing of this document will be terminated. Contact your administrator. Retrieval of extraction presentation text data failed (%d). You have selected a font family that is not compatible with the character set definition. Please make another select. Xtnd is unable to assign a font global identifier to the character set defined. Xtnd is unable to update the character set definition. Xtnd is unable to allocate undo resources. Make sure you are authorized to update files in the AFP fonts directory. Xtnd is unable to add the character set definition. An attempt to create the undo resources failed. Make sure you are authorized to update files in the AFP fonts directory. Xtnd has detected that font changes have been made. Do you want to save these changes? Unable to locate the text in the screen area selected. Remember, only presentation text is searched. Displayed text may be part of a form or graphic image & the font metrics for those is cannot be changed. Change the amount of text selected & try again. The marked text did not contain enough characters to conduct a valid search. A minimum of two characters must be selected. Xtnd is unable to add a font global identifier. Make sure you are authorized to update the character set definition file and there exists sufficient disk space. Xtnd is unable to open the file %s. The font code page and character set values received from the server were blank. The font mapping feature will not work on the selected text. Xtnd is unable to add the coded font definition. An attempt to create the undo resources failed. Make sure you are authorized to update files in the AFP fonts directory. Xtnd is unable to update the coded font definition file. Make sure you are authorized to update files in the AFP fonts directory. Xtnd is unable to allocate an XTD file key. Make sure the install data folder ""%s"" exists and you have read/write access. The report has been downloaded to the current file cabinet. Xtnd was unable to apply an index. The selected index is not defined. There are no lines in the selected index. Xtnd was unable to apply a query. There are no lines in the query result. The query text exceeds the size limit of 4000 bytes. Reduce the size of the query and try again. An error occurred while processing the query. (%s) An attempt to write to the file failed. The disk may be full, it may be write-protected, or it may have reported a write error. Xtnd User Manual (July 2006) 389

390 Xtnd version 2.8 and later 390 Systemware, Inc.

391 Appendix G Xtnd troubleshooting guide If you have problems completing any of the processes described in the Xtnd manual, refer to this troubleshooting guide. The guide is chapter-specific and provides solutions for many common Xtnd problems you might encounter. Setting Xtnd general options Problem After selecting the Xtnd option to eliminate confirmation messages before deleting items, you deleted a document view by mistake. Solution Unless the option to display a confirmation message is active, Xtnd will delete an item immediately after your request is submitted. Deleted items are not recoverable. Problem After selecting the Xtnd options to trim spaces and omit blank lines, your copied text is not displayed correctly in the receiving word-processing application. Solution The Trim and Omit options can alter the formatting in an area of text. Using the Clipboard Viewer in Windows, you can select an alternate viewing format that can restore the lost formatting. Select the appropriate format (such as OEM text) to view text copied to the Clipboard. Alternatively, using the formatting tools in the receiving wordprocessing application, you can insert blank lines and spacing as needed. Problem After selecting new colors for Xtnd-document background and text defaults, some documents do not display text. Solution Unless you select contrasting colors for background and text, text may not be readable. Xtnd User Manual (July 2006) 391

392 Creating connection profiles Creating connection profiles Problem You tried to set up a connection profile but got an error message indicating that the name already exists. Solution Each connection profile name must be unique. If it is not unique, Xtnd responds with an error message during the connection profile setup process. After you click the OK button in this message box, Xtnd returns to the Connections tab page to let you change the name. Problem You set up a connection profile, but the logon process gets canceled when you try to connect to the server. Solution Any incorrect information entered in this profile interrupts and cancels the logon process. Check the connection profile and the instructions for creating and updating it. Problem You cannot log on to the server and get a message indicating that the logon script is missing. Solution An error in the logon script interrupts and cancels the logon process. Call your technical support representative for guidance. You can refer to the appendix Customizing Xtnd logon scripts for information about changing the logon script. Problem You cannot log on to an Xptr 4.1 content server using a Telnet TN3270 (TCP/IP) connection. Solution You may need to modify the logon script. Call your technical support representative for guidance. You can refer to the appendix Customizing Xtnd logon scripts for information about changing the logon script. Problem Your Internet connection keeps going down. As a result, Xtnd drops its connection to the server. Solution Internet service provider problems, outside the scope of Xtnd, can interrupt and cancel the logon process. Check your modem settings and Internet connection. If it is not a modem or telecommunications problem, submit a trouble document to your Internet service provider. Problem You mistakenly deleted the wrong profile. Solution Xtnd provides no way to recover a deleted profile. A deleted profile must be created again. 392 Systemware, Inc.

393 G Xtnd troubleshooting guide Problem After deleting a connection profile, you cannot access a server document that is in your file cabinet document list. Solution If you delete a connection profile that was used to add a server document to a file cabinet document list, you will not be able to access that server document. Xtnd saves the connection profile (in the file with an extension.xtd) when you add a server document to a file cabinet document list and uses that profile each time you open the server document. Delete the document from your file cabinet and add it again, using a new connection profile. Xtnd User Manual (July 2006) 393

394 Managing Xtnd file cabinets Managing Xtnd file cabinets Problem If you add a file cabinet in a folder that already contains a file cabinet, the setup process creates the XDB file, but merges the existing documents, views, and queries into the new document list. Solution Always add a new file cabinet in a unique folder. Problem If you include a blank space in the folder name used for an Xtnd file cabinet, Xtnd cannot add document names to the file cabinet s document list. Solution Always use file cabinet folder names of one to eight characters in the Filename field in the File Cabinet Properties dialog. Do not use blank spaces, slash marks (\ or /), or other marks reserved for MS DOS. Problem You removed a file cabinet through Xtnd, but the folder is still on your system drive. Solution To remove a file cabinet and all its files, use a file management utility (such as Windows Explorer) to delete the files and folder. Problem You deleted a document from your file cabinet, but a query or view is still present in the file cabinet. Solution If a query, chart, or view is no longer applicable for any other documents in the file cabinet, you can delete it from the file cabinet through the Open dialog, using the Delete button or Delete command on the right-click context menu. Problem You added a folder to the wrong file cabinet. Solution If the correct file cabinet is not selected, you could add folder, document, and file names to the wrong document list. Delete the folder from the file cabinet, select the correct file cabinet from the drop-down list box, and add the folder again. Problem You added items to the document list in your file cabinet, but now you want to separate documents into folders to organize them more logically for business needs. Solution If you added items to the document list before anticipating the need for folders, create new folders and use a PC application (e.g. Windows Explorer) to move the items into the folders. 394 Systemware, Inc.

395 G Xtnd troubleshooting guide Problem You lack access to the network drive that stores a document you want to add to your document list. Solution Consult a network administrator who is responsible for establishing and maintaining access rights to determine whether you can be authorized to access the document. Problem You added an external document to a document list in your file cabinet, but you cannot view the document. Solution You can add a document name to a list, but if the associated software application is missing, the document is not viewable. You must associate the document with an installed application, or install the appropriate application. Problem You added the wrong document name to the list. Solution Xtnd provides the means to delete a document name with the Delete button in the Open dialog. You can also use the Delete command on the right-click context menu in the Open dialog. Problem You attempted to add a new document to a document list in a shared file cabinet, but access to the file cabinet was denied. Solution If you are using a shared file cabinet, you may have read-only access to the file cabinet. If you attempt to add a new document to the document list, you may not be authorized to do so. See your Xtnd administrator for guidance. Problem You selected and deleted the wrong document name from a file cabinet. Solution You cannot recover a deleted document. Add it to the document list again through Xtnd. Problem You want to change the name of a document view. Solution You can display the Properties dialog for a formatted view without opening the document and view. In the Open dialog, select the view whose name you want to change and click the Properties button. Xtnd displays the View Properties dialog, and you can change the name of the view. Xtnd User Manual (July 2006) 395

396 Listing content-server (Xptr or Xptr DS) folders and defined documents Listing content-server (Xptr or Xptr DS) folders and defined documents Problem You added the wrong document name to the list. Solution Xtnd provides the means to delete a document name with the Delete button in the Open dialog. You can also use the Delete command on the right-click context menu in the Open dialog. Problem You attempted to add a new document to a document list in a shared file cabinet, but access to the file cabinet was denied. Solution If you are using a shared file cabinet, you may have read-only access to the file cabinet. If you attempt to add a new document to the document list, you may not be authorized to do so. See your Xtnd administrator for guidance. Working with your favorites list Problem You added a folder to your favorites list, but its subfolders are displayed with yellow icons, rather than green icons used for favorite folders. Solution Xtnd shows subfolders with yellow icons to indicate that they have not been added to your favorite folders list. To add a subfolder (yellow icon) of a favorite folder (green icon), select the subfolder in the Favorites tab page and click the Add to Favorites button. 396 Systemware, Inc.

397 G Xtnd troubleshooting guide Managing and browsing documents Problem: You assigned an incorrect title. Solution: You can correct the title at any time. Problem: If a document has the wrong title, you could delete the wrong document from the document list. This action also deletes the document from the Xtnd file cabinet. Solution: The document is not recoverable through Xtnd. Add it to a document list again from a content-server (Xptr or Xptr DS) database. Problem: When you opened a graphics document, you replied to a view-mode message indicating that you wanted to view the document in text mode and checked the box to request that Xtnd not ask this question again. Now, you find that need to view the document in graphics mode again. Note: Only Telnet sessions (Xtnd 2.6 only) support text mode with Xptr 4.1 systems; this message will be displayed in this situation only if you use a Telnet connection. Figure 264: View Mode dialog Solution: Open the Document Properties dialog, select the Graphics tab page, and select the View as graphics option. Problem The content-server (Xptr or Xptr DS) logon process fails. This may occur if the server computer is down. If the logon fails, Xtnd displays a message to tell you that the logon process failed. Solution Click OK to close the message. Next, check the connection profile to make sure all entries are correct. If the connection profile is set up correctly, call the system administrator and report the problem. Problem A content-server (Xptr or Xptr DS) document has been archived and is unavailable for viewing. If you request an archived document, Xtnd responds with a message indicating that you need to restore the document to view it. Solution When the XT065 message appears, click Yes to submit a request to restore the document. Xtnd User Manual (July 2006) 397

398 Managing and browsing documents Problem The document name does not appear in the document list. Solution Refer to the chapter Managing Xtnd file cabinets for information about connecting to a content-server (Xptr or Xptr DS) database and using the New dialog to add a server document to a document list in a file cabinet. Problem The document was downloaded to the wrong file cabinet. Solution Xtnd downloads the document to the current file cabinet. Delete the document from the file cabinet. Next, select the correct file cabinet in the Open dialog, open the document, and download it again. Problem The document is not available for viewing. Solution You must have the authority to display the content-server (Xptr or Xptr DS) document. If you are not authorized to open the document, you cannot download it to your file cabinet. Problem You cannot find the character string and you know that it should be in the document. Solution A user-created view can suppress the data you want to find. If the data is suppressed, Xtnd cannot find it. To ensure finding data, remove a view before starting the Find operation. Problem You cannot find the character string and you know that it should be in the indexed document Solution An index can also suppress data. If the data is suppressed, Xtnd cannot find it. To ensure finding data, reopen a document without the index, if possible, before starting the Find operation. Problem You clicked the Copy button, accessed the window of another application, and clicked the Paste button to copy the text to that application; however no data was copied. Solution Ensure that the text or graphics area (for an IBM AFP graphics document) you want to copy is selected. When a document area is selected, there is a visible rectangle outlining the selected data. Problem You copied an area of an IBM AFP graphics document but the company logo and overlay form do not appear as correct graphics in the receiving application. Solution Use the Copy Image command rather than the Copy command. Copy Image will copy 398 Systemware, Inc.

399 G Xtnd troubleshooting guide the selected area of an IBM AFP graphics document to the Clipboard as a bitmap image. Problem The Previous Page command does not work for a Xerox DJDE/metacode graphics document. Solution The Previous Page command is available for IBM AFP graphics documents only. Problem The page numbers for a downloaded document in an Xtnd file cabinet are different from what was expected after viewing the same document on the server system. Solution When Xtnd applies an index or a view to a document version, it renumbers the pages. This renumbering is unique to Xtnd; the content server (Xptr or Xptr DS) does not renumber pages when an index or view is applied. Problem The Go To Page command cannot find the page number entered in the Go To Page dialog box. Solution This feature works only if the page value entered in the dialog falls within the page range of the document. Ensure that you entered the page number correctly. If you enter a page number outside this range, Xtnd responds with an error message indicating that the page is out of range. Problem You added word processing documents and spreadsheet documents to your file cabinet. You tried to open them through Xtnd, but after opening an the spreadsheet document, you received an error message when attempting to open the word processing document. Solution Beware of launching the same application repeatedly or launching too many different applications at once. Without the configuration and memory to handle multiple applications, the PC may respond with an error message rather than opening the selected file. Problem You added a spreadsheet document to a file cabinet, but now you cannot open the document. Solution If you select a file which is not associated with an application, Xtnd responds with a message advising that the file does not have an association with a specific application and suggesting that you associate the file with an application through Windows Explorer or another file manager application. You must have the spreadsheet application installed in order to open the document you added to the Xtnd file cabinet. Xtnd User Manual (July 2006) 399

400 Applying indexes to documents Applying indexes to documents Problem You tried unsuccessfully to open a server document to change an index that you previously added to a document. Solution If your current connection profile is not the same one you used when you added the selected document, you will not be able to change the indexes. Problem: You downloaded an indexed document and now you do not have the section of the document that you need. Solution: The only way to display the entire document after you downloaded only an indexed portion of it is to open the server document again, use the Indexes tab page in the Document Properties dialog to remove indexes, and download the document again. Problem: The Indexes and Index Properties tab pages differ from what is shown here. Solution: Indexing for IBM AFP graphics documents can be handled external from the contentserver (Xptr or Xptr DS) database. Contact your server system administrator to get information about methods used for your system. Using global indexing Problem You used the Global tab page to locate all documents with a specific word in the title, and you did not get all the documents you expected. Solution When using the Global tab page to locate all documents with specific variables or date range, you may not get every document with the information specified in your search criteria if you do not have authorization to access a content-server (Xptr or Xptr DS) folder. 400 Systemware, Inc.

401 G Xtnd troubleshooting guide Setting print options, printing documents Problem: In the Xtnd window, the document is displayed the way you want it to look, but when you print the document, the document does not fit on the page. Solution: You cannot view a screen image of the document to check the effects of scaling the font size before printing the document. However, you can use the Print tab page in the Options dialog to select the option to automatically scale the font to fit the page. Problem: Your default font size for displayed documents is too large to fit all the lines you want on a printed document page. Solution: Use the Print tab page to enter a specific number of lines to which the you want to scale the font for the printed document in order to fit more lines on a page. Problem: You selected a specific printer that is not the default printer. Now you cannot find your printed document, or the document does not seem to be printing. Solution: Your technical support staff probably set up the default printer for your Windows system. Most likely, you should use the default printer for printing your Xtnd and content-server (Xptr or Xptr DS) documents locally. Problem: You specified printing on legal paper, but the document prints on letter paper. Solution: Ensure that the printer has a tray for legal paper, and select that paper source in the Print Setup dialog. Problem In the Print Options dialog, you instructed Xtnd to print 160 columns per page, but the resulting printout does not show all the columns. Solution The Print Setup options must be set correctly for the printing preferences. In the Print Setup dialog, select the Landscape radio button to print the document sideways on the paper. Xtnd User Manual (July 2006) 401

402 Setting print options, printing documents Problem You want to print a document to a server printer, but the Print to Server command is not active on the File menu. Solution The Print to Server command can be used to print documents based in the contentserver (Xptr or Xptr DS) database only. You cannot print a document to a server printer after you have downloaded the document to your file cabinet. Use the Print command to print the document to a local or network printer. If there is a requirement to print the document to a server printer (for example, the document might be too big to tie up the local printer), consider finding the same document version in the content-server database and printing it using the Print to Server command. 402 Systemware, Inc.

403 G Xtnd troubleshooting guide Formatting text documents, creating views Problem: Move operations occur in the wrong order. The order of some operations is critical to the accuracy of a document s format. For example, if columns are moved to column 1, the characters that were in column 10 are now in column 1, column 11 characters are now in column 2, and so on. Move operations that do not account for renumbering columns can produce inaccurate formatting. Solution: Moving columns of data with the mouse, though less precise, helps you avoid ill-defined move operations. If you intend to make multiple move operations within a view: Toggle on the Rulers option in the View menu. Use the column ruler to determine the correct column numbers. Account for new column numbers when calculating the next move operation. Problem: When you suppress columns to remove unneeded data from the view, part of the document heading is also deleted. Solution: Freeze header lines before you suppress columns. This will keep the document heading lines from being removed when you suppress the data columns. Problem: You need the same view for a different version of a document for which you created and saved a view last month. Solution: You can use a saved view against any document. If you want to use the same view for another version, open the new document version. Next, use the Open command on the Format menu to apply the saved view to the new document version. Problem When you open the view, it includes a chart, but the chart displays the wrong information. Solution If you suppressed or moved columns before creating the chart operation, you could get the wrong data for the chart. You may need to modify one or more of the view operations in the View Properties dialog; or, you may need to remove the chart from the view and create a new one after recalculating column numbers. Problem After you added a title view operation, an incorrect number of column header lines is frozen in the displayed view. Solution If you added the title after freezing lines and column headers, the column headers now show one too few lines frozen. Use the View Operation Properties dialog to change the number of lines for the Column Headers operation. Xtnd User Manual (July 2006) 403

404 Formatting text documents, creating views Problem After you rearranged the order of view operations in the View Properties dialog list box, the displayed view is incorrect. Numeric column totals are no longer shown for the correct columns. Solution the order of view operations affects the outcome of the view. If you suppressed columns or moved columns that were previously defined as numeric, the definition operation might need to be corrected to ensure that you are still defining the correct column numbers as numeric data. Problem After using the Whole Width command to resize the document window, you later want to use the command again, but it is not active on the Format menu or on the toolbar. Solution You can use the Undo command to cancel the operation immediately after executing it. To change it later, you must first change the document window width so that the width is less than the document line. After changing the document window width, the Whole Width command becomes active again. Another way to cancel the effects of the Whole Width command and make it active again is to remove the view operation from the list in the View Properties dialog. Problem When you display the list of view operations in the View Properties dialog, there are multiple text and numeric definitions for the same columns. Solution You probably used the AutoFormat command multiple times. Each time you execute the AutoFormat command, it adds view operations to the View Properties dialog list. Problem After using the Set Default command, you can no longer close the document view from the Format menu. Solution You can use the Set Default command to make the current view the default view when you open the text document with the Open command on the File menu. If you want to reset the document to its original view, open the document using the Open command on the File menu or the toolbar; next, use the Clear All command on the Format menu to clear all view operations from the document and reset it to its original form without formatting. You can then apply the view again from the Format menu if needed. Problem When you open the view, it includes a chart, but the chart displays the wrong information. Solution If you suppressed or moved columns before creating the chart operation, you could get the wrong data for the chart. You may need to modify one or more of the view operations in the View Properties dialog; or, you may need to remove the chart from the view and create a new one after recalculating column numbers. 404 Systemware, Inc.

405 G Xtnd troubleshooting guide Problem You created a chart by selecting data, but you want to use the chart for additional data on other pages of the document. Solution To use the chart more generally, create a view specifically for the chart rather than creating it only with selected data. This allows you to use the chart with other data, not just the selected area of one document Problem After selecting a text area and clicking the right mouse button to activate the context menu, the Compute selection does not appear on the context menu. Solution The Compute selection is available on the context menu only when you select a text area and click the right mouse button while the mouse pointer is within the selected area. Problem When you computed the sum of a collection of a numbers, you did not get the expected result. Solution You can perform a computation only on a column range that does not include spaces. The computation stops when spaces are encountered. You cannot perform computations for a column range with spaces in the middle. For example, if you select numbers in a range of columns with spaces between two column headers, the computation will include only the first column range under the column header preceding the spaces. Xtnd User Manual (July 2006) 405

406 Formatting graphics documents Formatting graphics documents Problem: The Scale To Fit command is not available on the Format menu or on the toolbar. Solution: For an IBM AFP graphics document, the Scale To Fit command is shown on the Format menu, toolbar, and context menu after you select an area of the document. The Scale To Fit command scales the selected area to fit the Xtnd window. Problem: You formatted an IBM AFP graphics document. The next time you opened the document, the formatting was gone and the original default document view appeared. Solution: You must save an IBM AFP document in your file cabinet before applying formatting. Xtnd maintains the status of formatting for IBM AFP documents in your file cabinet and opens a document to its last saved view. You can reset the document to its original default view with the Reset command on the Format menu. 406 Systemware, Inc.

407 G Xtnd troubleshooting guide Creating document notes Problem You added a private note to a page of a text document, and now you want to modify it, but the Add Note command is the only option shown on the context menu. Solution One of two things happened. Either you toggled the Notes button off (or changed the setting in the Notes Properties dialog), and therefore cannot work with existing notes; or you did not have the mouse pointer on the notes icon when you clicked the right mouse button to activate the context menu. Ensure that the Notes button is on (depressed), and position the mouse pointer on the sticky note icon when you click the right mouse button to activate the context menu. Problem You added a note to a page of a text document, and now you want to move it or copy it to a different page. Solution Page notes are designed to be comments or instructions pinned or stuck to a document. You can view, update, or delete them but they cannot be moved. Problem You added a note to the document, but you cannot see an attached sticky note icon. Solution You can specify the scope of a note as report. This global note is shown in the Report Notes List dialog and pertains to the document as a whole. The note is not attached to any one page of the document with a pinned note icon. Problem You downloaded a document to your file cabinet. Later, you tried to add a shared note to the document, but the Access radio buttons in the Add Note dialog are not active. Solution You can add private notes to a downloaded document in your file cabinet or a shared file cabinet, but you must add the shared note to a document available in the contentserver (Xptr or Xptr DS) database in order to share the note. Xtnd User Manual (July 2006) 407

408 Using work queues Using work queues Problem You added a document to your work queue, but it does not show up in the list when you access the Queue tab in the New dialog. Solution It may take some time before the document version appears in the work queue, particularly if the version is archived. Moreover, it does not guarantee that the document version will ever appear in the work queue. For example, the request could fail because of a server problem. For more information, check with your system administrator. 408 Systemware, Inc.

409 G Xtnd troubleshooting guide Running queries Problem You entered criteria in the Query Properties dialog to search for a text string. You received an error message when you ran the query: Solution You cleared the check box beside the Select field without selecting lines or pages for the SELECT statement that is needed before you add relational operators (AND, OR). Each query statement must begin with the SELECT command. Next, you can add relational operators to the SELECT statement if desired. Problem Xtnd entered SELECT statements automatically but you manually added a condition to a SELECT statement by typing directly into the syntax box in the Query Properties dialog. You received an error message when you ran the query: Solution You can modify commands in the syntax box, but to do this you must know more about TQL syntax than if you use the Query Properties dialog to construct your selection criteria. Xtnd automatically translates criteria in the Query Properties dialog to TQL commands for you. Problem You created and ran a query. The next time you opened the document, you wanted to display the entire document, but Xtnd displays only the shortened document with the query results. Solution You did not close the query when you ran it previously. You closed the document via the File menu, and the query was still open. You must close the query via the Query menu to return the document to its original form. Close the query via the Query menu, and the document will be displayed in its original form. Problem You opened a query and saved it under a different name. When you opened and ran the new query against a different document, you did not get the expected results. Solution If the document is not in the same format (text in same columns, index variables present, and so on), you must modify the saved query to match the second documents characteristics and format. Xtnd User Manual (July 2006) 409

410 Running queries Problem You selected several values for an index variable and they appeared in the Selection Criteria list box. However, no results appeared in the output document when you ran the query. Solution If you want a document that lists results for ANY of the selection criteria specified, rather than only if ALL the criteria is satisfied, you must check the box labeled match ANY criteria in the lower right section of the Batch Query dialog. Problem You are trying to enter selection criteria for a batch query. However, no index variable names and values are available for selection in the drop-down boxes in the Batch Query dialog. Solution Index variables must be created within the content-server (Xptr or Xptr DS) database before they are available to you to use as search criteria for a query. Also, if all versions of a requested document for a batch query are offline, you must know the names of the index variables and associated values you want and enter them manually in the Batch Query dialog. 410 Systemware, Inc.

411 G Xtnd troubleshooting guide Exporting Xtnd documents Problem: When exporting a text document to a file, you get an error message about columns not being defined. Solution: You must use Format menu commands to define text and numeric columns before exporting a text document to a file type other than ASCII text (.txt). You can open a document view that contains column definitions, or you can use the AutoFormat command on the Format menu to automatically define text and numeric columns for the view. Problem: When exporting an IBM AFP graphics document to a file, you get an error message about the file name you specified. Solution: You must specify a file name that contains eight characters or fewer, followed by the extension AFP. Problem: You saved an IBM AFP graphics document as a text file (.txt), but the document is unreadable when you open the text file in a word processing application. Solution: Open the IBM AFP graphics document in text view mode (interpreted view). Export the text view by saving it as a text file (.txt). Now you will be able to open the text file in a word processing application. Note: Only Telnet sessions (Xtnd 2.6 only) support text mode with Xptr 4.1 systems; this solution is only applicable if you use a Telnet connection. Xtnd User Manual (July 2006) 411

412 Xtnd configuration parameters Xtnd configuration parameters Problem The Global tab page is not available in the New dialog to access content-server (Xptr or Xptr DS) documents. Solution Use the Xtnd Option Editor to change the ShowGlobal configuration parameter back to the default value (1 = Yes, display the Global tab page when you open the New dialog to access content-server documents). Problem When you want to select a document from the document list in the Open dialog, you must wait a long time until the entire document list is displayed. Solution You can use the Xtnd Option Editor to change the UseTimer configuration parameter to allow selection of documents in the Open dialog before the document list is completely filled. This is useful if there is a very large number of documents in the list (more than 1,000, for example). As an alternative, consider using additional file cabinets and organizing your documents in smaller document lists. 412 Systemware, Inc.

413 Appendix H First connection profile After you install Xtnd, you must set up a connection profile before Xtnd can log on to a server and access content-server documents. If your Xtnd system does not yet have a connection profile created, Xtnd automatically opens the connection profile setup dialog when you click the New button on the Xtnd toolbar or in the Open dialog. Alternatively, you can add a connection profile through the Connections tab page in the Options dialog accessed from the View menu. Refer to the chapter Creating connection profiles for details. Note: The screens or panels that display in the following procedures use the terms X/PTR or Xptr. For a native TCP/IP connection, these terms apply to an Xptr and Xptr DS content servers equally. Xtnd User Manual (July 2006) 413

414 Add first connection profile for content server (Xptr or Xptr DS) Step 1. After installing Xtnd, click the New button. Xtnd opens the first connection profile setup dialog and asks you to provide a name for the connection profile. Figure 265: Automated setup for first connection profile Step 2. Step 3. Step 4. Step 5. Enter a name for the connection profile. Click Next. For Xtnd 2.6, select a communications method: Native TCP/IP or Telnet (TN3270 TCP/IP). (Telnet connections are no longer used with Xtnd 2.8 and later.) Click Next. The displayed dialog reflects your choice of communications method in the last step. For TCP/IP, enter the host name and port number of the content server (Xptr or Xptr DS). If you selected Telnet (Xtnd 2.6 only), you can optionally enter an LU name. Click Next. If you selected a Telnet connection (Xtnd 2.6 only), enter the command that you type to start the content server (Xptr or Xptr DS). Click Next. 414 Systemware, Inc.

415 H First connection profile Automated logon for Telnet connection (Xtnd 2.6 only): For automated logon, if you selected a Telnet connection (Xtnd 2.6 only), Xtnd needs the command that is typed on the server to log on to the content server. (If you are using TCP/IP, you do not need to enter the command.) Use of the next dialog depends on your installation. You may, for example, log on to the content server through SuperSession or through another menu system. If you do not log on to the content server directly from your first server screen, you must create a custom logon script for Xtnd. Your system administrator may be able to provide this script. Refer to the appendix Customizing Xtnd logon scripts for information about creating a custom logon script. Figure 266: Server screen example This server screen is an example only. Each installation differs, and you may need to consult your system administrator for guidance. Step 6. Step 7. For automated logon, if you selected a Telnet connection (Xtnd 2.6 only), Xtnd must be able to identify your server screen. If you want the setup process to configure your logon script, perform the following actions. a) Click the Server button to open a terminal session. Xtnd logs on to the server and displays the server screen. b) Use the mouse to draw a rectangle around an area of the server screen that uniquely identifies it; click Close. Xtnd returns to the setup process. If you want Xtnd to automatically log on to the content server (Xptr or Xptr DS), enter the security logon ID assigned by your administrator. Click Next. An entry is not required in this field. If you do not enter a security logon ID, the system prompts for it during logon.if you do not enter a name here, and if a user name is required by the content server (Xptr or Xptr DS), the connection process skips the next step. Xtnd will prompt you to enter a logon ID and password each time it logs on to the server. Xtnd User Manual (July 2006) 415