DataMaster for Windows - PDF Free Download

Table of Contents C General Information...1 Customer Support...1 Notice...1 Restricted Rights Legend...2 Copyright Notice...2 Trademarks...2 Module 1: Getting Started 3 Welcome...3 What is DataMaster?...3 Using This Guide...4 Quick Navigating and Search Tips...4 Using Quick Keys...5 Using the Mouse...6 Right-Clicking the Mouse...6 Using DataMaster for Windows i

Selecting Commands...9 Search by Folder or Document...9 Sorting Documents and Folders...10 Exporting Documents...10 Help System...11 Module 2: Guided Tour 13 The Main Interface...13 The Title Bar...14 The Main Menu Bar...15 The Button Toolbar...15 The Status Bar...16 Expanded Main Window Button Toolbar...17 The Main Window...19 Dialog Boxes...19 Title Bar...19 Toolbars...20 Status Bar...20 Help System...20 Module 3: Using DataMaster 23 Key Features...23 Searching for Data...24 The Empty Query List Dialog Box...24 The Menu Bar...25 The Button Toolbar...26 The Status Bar...27 Opening a Folder or Document Query...27 ii Using DataMaster for Windows

Accessing the Empty Query List Window...27 About Folders...28 Searching for Folders...28 Searching by Drawer...31 Multiple Drawer Search...31 Searching by Date...32 Search by Number of Documents...33 Folder Parameters...35 Sorting Folders...39 Exporting Folders...40 About Documents...40 Searching for Documents...41 Searching by Drawer...43 Multiple Drawer Search...43 Searching by Date...45 Search by Number of Pages...46 Search by Document Type...48 Searching by Description...48 Completing the Document Search Process...49 Sorting Documents...50 Viewing Documents...50 Viewing Multiple Documents...51 Navigating Documents...52 Moving Around the Document...52 Finding a String of Text...54 How to Print Data...56 Using DataMaster for Windows iii

Exporting Documents...58 Exporting to a Folder...58 Exporting a Single Document...58 Exporting Multiple Documents...61 Exporting with Data Mining...62 Exporting a Single Document...62 Exporting Multiple Documents...64 Copying to the Clipboard...65 iv Using DataMaster for Windows

General Information General Information Customer Support If you have any questions or suggestions regarding the User's Guide or the system of support for the programs, please call Mid America Computer at (800) 622-2502 Notice This document is protected by copyright and all rights are reserved by Mid America Computer Corporation. Mid America Computer Corporation makes no warranty of any kind with regard to the material contained in this manual, including but not limited to any implied warranties of merchantability or fitness for a particular purpose. Mid America Computer Corporation shall not be liable for errors contained herein or for incidental, special, or consequential damages in connection with the furnishing, performance, or use of this material. The information contained in this document is subject to change without notice. Using DataMaster for Windows 1

General Information Restricted Rights Legend Use, duplication, or disclosure by the United States Government is subject to restrictions as set forth in subdivision c of the Commercial Computer Software Restricted Rights Clause 52.227-19. Mid America Computer Corporation 111 Admiral Drive Blair, NE 68008 Copyright Notice Copyright 1999-2004 MultiProcess Computer Corporation Trademarks DataMaster is a registered trademark of Mid America Computer Corporation. All other brand and product names may be trademarks or registered trademarks of their respective companies and are hereby acknowledged. 2 Using DataMaster for Windows

Module 1: Getting Started Welcome What is DataMaster? Using this Guide Quick Navigating and Search Tips M1 Welcome Welcome to MACC s DataMaster software. The purpose of this learning guide is to help you understand how DataMaster works and how to use it to your best advantage. What is DataMaster? DataMaster, a data storage and retrieval solution, offers instant access to archived information typically printed on paper. DataMaster eliminates paper waste, storage and loss issues, and security concerns while allowing you complete access to your critical data. The query and exporting functions are easy to learn and use. With DataMaster, you can quickly access information and analyze it at your convenience. Using DataMaster for Windows 3

Using This Guide Like all of MACC s software, DataMaster features the familiar point-and-click interface, complemented by consistent, logical design and a wealth of user-friendly features for your reporting needs. Using This Guide This Learning Guide is divided into the following modules. Module Topics Covered M1: Getting Started Welcome What is DataMaster? Using This Guide Quick Navigating and Search Tips M2: Guided Tour The Main Interface Help System M3: Using DataMaster Key Features Searching for Data Quick Navigating and Search Tips The following sections describe some basic operations you may need to perform while using DataMaster. You don t need an in-depth knowledge of DataMaster to navigate and search like a pro. Sometimes, you need information in a hurry. There isn t time or the need for an exhaustive search. Maybe, you need just one piece of information. 4 Using DataMaster for Windows

Using Quick Keys The purpose of this section is to provide a few quick tips to get you going, now, without spending a lot of time reading and learning how DataMaster works. Using Quick Keys If you are not using a mouse, or you prefer to use Quick Keys, you can select commands by using keystroke equivalents. Following is a list of some of the Quick Keys: Arrow Keys Tab F3 Page Up, Down Note: Moves the highlighter vertically in menus; and, moves the highlighter between documents and between folders; and, scrolls the dialog box search window horizontally between columns. Moves the highlighter through the folders and documents in the dialog boxes, and the menu buttons Repeats a text string search Moves the highlighter up and down folders and documents in the search dialog boxes If you receive an error message when clicking on a menu option, this indicates the options are reserved for an administrator. Using DataMaster for Windows 5

Using the Mouse Using the Mouse Using the mouse is the quickest way to navigate through DataMaster for Windows. You can access most options within the software simply by pointing and clicking with the mouse. Right-Clicking the Mouse You can save time by using the right-click feature of the mouse. When you right-click the mouse on a listed folder or document, a pop-up menu appears with several options. If you right-click on a folder, the following options appear: Resize columns If the search dialog box columns have been enlarged to view more data, selecting this option returns the columns to their original sizes Select All Folders Highlights all folders in the search dialog box. This feature is useful when exporting all of the selected items to your computer or network. Open Folder Opens the folder to display the documents in the same or a new window 6 Using DataMaster for Windows

Right-Clicking the Mouse Folder Properties Export Folders Add Cancel Note: Indicates the properties of a folder; i.e., Drawer type, Create Date, Modified Date, Report Date. Click the Prev or Next buttons to navigate between folders. Click the Close button to return to the search dialog box This feature is not available for use Reserved for administrator use Cancels pop-up menu and returns user to the search dialog box Some features may not be available for your use although they appear in solid type. If you receive an error message, this indicates the options are reserved for an administrator. If you right-click on a document, the following options appear: Back Resize columns Select All Returns you to the Find Folder List dialog box If the search dialog box columns have been enlarged, selecting this option returns the columns to their original sizes Highlights all documents in the Documents search dialog box. This feature is useful when exporting all of the selected items to your computer or network Using DataMaster for Windows 7

Right-Clicking the Mouse Display Document Document Properties The selected document page appears in its own window when you select this option Indicates properties of a document. Click the Prev or Next buttons to navigate between documents. You can view the selected document by clicking the View Document button. Click the Close button to return to the search dialog. Folder Indicates the properties of a folder. Properties i.e., Drawer type, Create Date, Modified Date, Report Date. Click the Prev or Next buttons to navigate between folders. Click the Close button to return to the search dialog box Add Export Delete Cancel Note: Reserved for administrator use Allows you to save documents to your computer or network Reserved for administrator use Cancels pop-up menu and returns user to the search dialog box Some features may not be available for your use although they appear in solid type. If you receive an error message, this indicates the options are reserved for an administrator. 8 Using DataMaster for Windows

Selecting Commands Selecting Commands In the Windows version of DataMaster, most menu options are available on the Button Bar. You can access menu options by clicking on the Menu Bar, then clicking on the desired selection on the drop-down menu. Or, simply select the button equivalent. For more information about the Button and Menu bars, refer to The Main Menu Bar and The Button Toolbar on page 15. Search by Document or Folder DataMaster allows you to search by document or folder. On the Empty Query List window, select the Find button or Find from the menu bar. Click the Document or Folder option. The Find a Document or Find a Folder window will open. For documents, if you know the one you need, simply select the drawer type, document type and date or date range. You can even search for a specific string of text in the document by typing it in the Description field. If you aren t sure of the document date, you can perform a wider search of folders within certain date ranges. This helps you narrow the search to specific time periods. For folders, if you know the one you need, simply select the drawer type, date or date range. You can limit you search results by selecting the number of pages you want DataMaster to search. Click the Find button to display the results. Using DataMaster for Windows 9

Sorting Documents and Folders For more information about searching, refer to Searching for Folders on page 28 and Searching for Documents on page 43. Sorting Documents and Folders The information you are looking for may make more sense if the folders or documents are sorted in numeric order or by date. By clicking in the column heading, you have the choice of sorting in ascending or descending numeric order. A third option is sorting by Report or Create Date. For example, if you click in the document Pages column heading, a triangle pointing up or down indicates the documents are in ascending or descending order. No triangle will appear if the documents are in Report Date or Create Date order. For more information about sorting, refer to Sorting Folders on page 39 and Sorting Documents on page 51. Exporting Documents Exporting documents is a simple task in DataMaster. You can either select one, several or all of the documents for exporting to your computer or network. 10 Using DataMaster for Windows

Help System Right-click on the document you want to export. Select Export from the Document drop-down menu and the COLD DATA Mining option. A DataMine COLD document window will open. Export to Text will appear in the Configuration Name field. Click the OK button. A window will automatically open entitled output. An Export.txt file will be created on your computer s C:\drive. You may rename the document that automatically appears on the output window. To save several documents simultaneously, left-click on the first document. Hold the Shift key down while pressing the down arrow key to select more documents. Follow the above steps to save them to your computer. You may export all of the documents simultaneously by right-clicking one document, then click Select All documents from the pop-up menu. Click Export from the Document drop-down menu and the COLD DATA Mining option. Follow the above steps for saving them to your computer. For more information about exporting documents, please refer to Exporting Documents page 58. Note: it is not possible to export folders although the Export option may appear in black text under the Folder drop-down menu. These options are not available for your use. Help System A quick way to get answers to your questions is DataMaster s online Help system. The DataMaster Help system can be accessed from the Main Window Help menu located on the menu bar.for more information see Help System on page 20. Using DataMaster for Windows 11

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Module 2: Guided Tour User Interface Using Toolbars Using Help M2 DataMaster s easy to read Main Window provides you a clear view of the records management system. The userfriendly toolbars featuring intuitive buttons and dropdown menus put you at control of the data search, retrieval and management process. Tying it all together is the Help system, always available to answer your questions regarding icons or windows. This section explains the details behind these components. The Main Interface DataMaster features a graphical user interface that makes navigating the software windows simple and intuitive. When you start DataMaster, the Main Interface Window appears with an Empty Query List window. You are ready to work. Using DataMaster for Windows 13

The Title Bar Title Bar Menu Bar An example of the DataMaster Main Window is presented below. Button Toolbar Query List Window Main Window Status Bar Components of the DataMaster interface are discussed in detail in the following sections. The Title Bar The Title Bar contains the software title and sizing controls for the Main Window. Use the sizing controls to minimize, maximize/restore, and close the DataMaster Main Window. 14 Using DataMaster for Windows

The Main Menu Bar The Main Menu Bar The Main Menu Bar is includes the following category menus: File View Window Help The File menu contains selections for opening a query window, exporting and printing documents and exiting the application. The View menu allows the user to choose custom views of the Data- Master interface. The standard Window menu allows you to navigate and arrange open windows by tiling (displaying side-by-side) or cascading (overlapping) the windows. The Window menu lists all open documents and allows you to move between them by clicking on the name in the list. The Help menu contains selections for accessing the Help system. Refer to the Help section for more detailed information on the available Window commands. The Button Toolbar The Button Toolbar appears on the DataMaster interface screen by default. If you prefer to work with the main menu, you can hide the Button Toolbar by pointing to the View menu and clicking Toolbar. Using DataMaster for Windows 15

The Status Bar When you open the DataMaster software application, the Open button appears on the Button Toolbar. This is a quick way to open more query windows rather than search through the File menu drop-down choices. More buttons will appear when you open a Document. These buttons provide quick access to frequently performed tasks. Simply click on a button to open a dialog box and begin your work. Note: See Expanded Main Window Button Toolbar on page 17 for brief descriptions of the expanded Button Toolbar. The Status Bar The Status Bar, located at the bottom of the main screen, displays useful information about the program in which you are working. The DataMaster Status Bar displays from left to right: How to access the Help system How many documents you have open The page number you are viewing in a multi-page document If you want to hide the Status Bar, simply uncheck the Status Bar option on the Main Window View menu. 16 Using DataMaster for Windows

Expanded Main Window Button Toolbar Expanded Main Window Button Toolbar When you open a document, the Main Window Button Toolbar automatically displays more buttons. These buttons allow you to navigate, manage and export the documents. Following is the pull-down equivalent button and a brief description of each. Open: (File-Open Query Window) Click on this button to display a new Empty Query List window. Print: (File-Print Current Selection (Ctrl + P)) Select this button to display the Print dialog. This dialog allows you to change your printer setup options, select a print range, and specify the number of copies to send to the printer. Find: (Edit-Find String) Click on this button to display the Find dialog. Using this dialog you can enter a text string for which you wish to search the active archive. You can also choose whether to have DataMaster search for the string in both upper or lower case, or to specifically match the string as you typed it in the Search for Text field. Next: (Page-Page Down) Click on this button to display the next page in the active archive. Previous: (Page-Page Up) Click on this button to display the previous page in the active archive. Using DataMaster for Windows 17

Expanded Main Window Button Toolbar Go-to-Page: (Page-Go to Page Number) When you select this button, DataMaster displays the Enter Page Number to Go To dialog box. If you know the exact page number you wish to go to, you can enter it here to move quickly through the active archive. First: (Page-Top) Click on this button to quickly return to the first page in the active archive. Last: (Page-Bottom) Click on this button to quickly move to the last page in the active archive. Zoom In: (Zoom-Zoom In +) Select this button to incrementally increase the size of the data as it displays on the screen. Zoom Out: (Zoom-Zoom Out -) Select this button to incrementally decrease the size of the data as it displays on the screen. Mine: (Edit-Export) With this feature, you can export archive data to an external text document. 18 Using DataMaster for Windows

The Main Window The Main Window The Main Window is the work area of DataMaster. Within the Main Window, you may have one or several dialog boxes open, although only one dialog box will be active at a given time. The active dialog box is distinguished by a blue Title Bar. To make any dialog box active, simply click anywhere inside the dialog box. Dialog Boxes A dialog box is the work area of a sub-menu you selected for gathering, viewing and manipulating information about folders and documents. When you select a sub-menu, DataMaster will produce a dialog box. There are different types of dialog boxes you will encounter in DataMaster. Each type is discussed in Module 3: Using DataMaster on page 23 of this manual. Title Bar Like the Main Interface, each DataMaster dialog box features a Title Bar along the top of the window containing the name of the dialog box. Some dialog boxes have buttons for the Help [?]and close [X] functions. They are located in the upper right corner of the window. Using DataMaster for Windows 19

Toolbars Toolbars The dialog box Menu and Button Toolbars contain options for acting on the data (such as finding, opening and exporting) or accessing other screens. Each dialog box may contain unique buttons to activate its available functions. And, others will be contain the standard buttons. These standard buttons are discussed along with the appropriate dialog box sample in Module 3, Using DataMaster. Status Bar The dialog box Status Bar, like that of the Main Window, displays useful information about the current operation or features of the dialog box. For instance, the Status Bar of the Folder Summary dialog box will display the number of folders found in the search, the drawer name and the number of folders you selected for processing. Some dialog boxes do not feature a Status Bar. Help System The DataMaster Help system can be accessed from the Main Window Help menu located on the menu bar. The Help menu offers the following components: Index: a listing of all available icons found on the Icon Toolbars, shown according to the window you will find them in; the drop-down menu equivalents and a brief description are included 20 Using DataMaster for Windows

Help System Help Topics: provides help for nearly every data field and screen. Within Help Topics are Main Help Topics and How to. Main Help Topics describes the needed information for a particular menu and/or screen. How to, provides procedures for entering data in screens and fields. Context Help: This creates a question mark next to the cursor. Clicking the cursor on a button produces an Index of all available icons. Clicking on a window displays the applicable topic or procedure. Context Help is also accessed on dialog boxes by clicking on the Help button located on the Title Bar. Using DataMaster for Windows 21

Help System This page has been left blank intentionally 22 Using DataMaster for Windows

Module 3: Using DataMaster Key Features Searching for Data M3 Key Features MACC s DataMaster software, a paperless system, makes storing, locating and retrieving important information instantly accessible to you. Powerful query tools provide you the ability to find any document or page within a document. User-friendly screens allow you to search by your preferred parameters such as date, date range, document type, and text description. Once your documents are retrieved, you can print or save them to your computer or disk for distributing (e-mail, fax, hardcopy) or analyzing at your convenience. You control how you wish to see your documents. Viewer controls allow you to zoom in and out, go to a page, see the next or previous page, page up or down, and highlight an area. Using DataMaster for Windows 23

Searching for Data Searching for Data The following sections describe how to open a query to view folders and documents, and export data to other applications. It begins with an explanation of the windows and toolbars you use to search, navigate, and export data. The Empty Query List Dialog Box An Empty Query List dialog box automatically appears on the Main User Interface screen when you open the DataMaster software application. You may have multiple Empty Query List dialogs open at the same time. 24 Using DataMaster for Windows

The Menu Bar Following are brief descriptions of the components of the Empty Query List dialog box. The Menu Bar The Menu Bar contains all menu selections. Following is a brief description of the functionality you will find on each of these menus: File Find Lets you select all of the documents or folders in the dialog box, dock and restore the position, refresh the contents, move back one screen, adjust the column widths and close the window. Selecting Info will allow you to see system, list and folder information. Allows you to initiate a search for folders and documents. Document Folder Allows you to display documents in a folder by placing the cursor over Display and selecting Current, Next or Previous. You can also view document properties, and export data to a disk or report generating application. Allows you to open a folder in the same window or a new window, and see folder properties Using DataMaster for Windows 25

The Button Toolbar The Button Toolbar The following buttons are found on the Quick Key button toolbar. Dock allows you to minimize the query list to the Main toolbar. This feature is useful when you are looking at more than one query list window. Prev returns you to the document previous to the one you are currently viewing Next advances you to the next document Find allows you to do a folder or document search Info opens an information window which displays the drawer(s) you are working in, the number of found folders or drawers and the criteria used to search with Adjust resizes the columns to reveal all text Refresh updates the folder you are viewing with any new data that you have added to the server Back will appear if documents appear in the query window. Clicking Back will return you to the Find Folder or Document Summary dialogs. 26 Using DataMaster for Windows

The Status Bar The Status Bar The Status Bar appears across the bottom of the window. When you access the Find Folder or Find Folder Summary windows, the Status Bar will indicate the drawer you are working in and the number of folders or documents that were found. Opening a Folder or Document Query Each query can contain numerous folders and documents. The Empty Query List dialog box automatically appears in the Main window when you open the application. You may have multiple Empty Query List dialog boxes open simultaneously. Accessing the Empty Query List Window There are two ways to open a new Empty Query List window: Select the File menu and choose Open Query Window, or, Click the Open button located on the Main window Quick Key Button toolbar Using DataMaster for Windows 27

About Folders About Folders Company folders are kept in preset drawers representing different departments. Your CD-ROM will contain drawer types for the services your company purchased. Drawer types may include: Multiple Drawers (for viewing more than one drawer at a time), Billing Reports, Bills, Cable Bills, Cable Reports and CABS Reports. From each drawer, you can view stored folders and their documents. Searching for Folders The first step to starting a Folder search is to open an Empty Query List window as described in the previous section, Opening a Query. This is the window you will use to specify parameters for your search. Parameters include data such as drawers, dates, number of documents and company number. You may widen or narrow your search by the parameters you enter in this window. Note: for many customers, the following parameters will not apply as they receive one month of data on a CD-ROM. If this is true for your company, simply select a drawer type and click the Find button. DataMaster will allow you to search for multiple folders at one time. Simply leave the current window open, then begin a new search for a folder. This allows you to move easily between folders and documents until you close any of them. 28 Using DataMaster for Windows

Searching for Folders There are two methods of opening folders: Select the Find menu on the Empty Query List window and choose the Folders sub-menu, or, Click the Find button on the Quick Key Button toolbar and choose the Folders sub-menu When you open a folder, the Find a folder dialog box will appear. Using DataMaster for Windows 29

Searching for Folders You indicate the parameters for your search in the Find a folder dialog. The Find a folder dialog is divided into four sections - Drawers, Dates, Documents and Folder Parameters. These sections provide you with distinct folder search criteria. Clicking the down arrow in a drop-down menu field will reveal your criteria choices. You can enter the following in Find a folder fields. Field Drawer Description Each Drawer represents a different department. A Drawer stores the individual folders that have been created by the users. Drawer types are preset and cannot be altered. Dates Documents A specific date or date range you are looking for. The selections in this field depend on the drawer type you have selected A scanned page or pages contained in a folder. Folder Parameters Use range of fields The type of information entered here depends on the drawer type you selected. Select this box if you wish to search by a range of information, i.e., names starting with Johnson and ending with Smith. After opening the Empty Query List window, complete the following steps to search for folders. 30 Using DataMaster for Windows

Searching by Drawer Searching by Drawer Select a department from the Drawer drop-down menu you wish to search. If you wish to view all folders in a specific drawer, just click the Find button. You do not need to select any other parameters in the next sections. Multiple Drawer Search You may search for all or several drawers at one time. This will expedite your searches if you need to search for folders in specific drawers. The Drawers button is activated when you select Multiple drawers. Click on the Drawers button to view a Multiple Drawers dialog box. Using DataMaster for Windows 31

Searching by Date It will allow you to select the drawers for your search. To select specific drawers, simply click in the check box next to the drawer name. Or, you may click the Select All or Unselect All buttons to add or subtract the departments. You must select at least one department for a search. Instead of clicking in each check box, you have the option of selecting or unselecting all drawers by clicking the appropriate button. Click the Ok button to confirm your selections and return to the Find a folder dialog box. Click Cancel to begin again. Note: You may clear the Dates, Documents and Folder Parameters fields by clicking the Clear All button. Searching by Date You may narrow your search by completing the Dates section. The All Date Ranges sub-menu is the default in the Dates field. Select this option if you don t need to search for anything specific. Otherwise, you may highlight one of the following selections, depending on the drawer name you selected in the Drawer section. Report Date is the date a report was generated. This selection will appear if the Drawer type is a report. Create Date is the date the folder was created Modified Date is the date a folder was modified 32 Using DataMaster for Windows

Search by Number of Documents If you are searching by the Report, Create or Modified Date, you may specify the date range (month to month), or by day, week, month, or a single day. For the Date Range, choose the start and ending dates from the Popup calendars Select Blank if you wish to search for all folders not having a specific date or range. If you choose Month Range, Week Range, or Day Range, you will need to enter how many previous months, weeks or days you wish the system to search in the next field. By selecting Single Day, a pop-up calendar allows you to select a specific date. Search by Number of Documents You decide how many documents the folders you are searching for should contain. You have the following choices. -Any Number of Documents will return all folders without regard to the number of documents they contain. This is the default. If the number of documents contained within a folder is not relevant, you do not need to do anything else with this section. Using DataMaster for Windows 33

Search by Number of Documents No Documents (empty) will direct the system to search for empty folders?documents or Less puts a limit on the number of documents you are searching for in all folders?documents or More allows you to search for folders containing more than a specified number of documents Exact Number of Documents will return all folders with the number of documents you indicate in the Exactly field Range of Documents allows you to specify the starting and ending number of documents in all folders. For example, you can search for folders containing 4 to 10 documents. Enter the starting and ending numbers in the Starting at and To fields to the right. Note: If you search by?document or Less, or,?documents or More, the small dialog box to the right will become active. Enter the number you want the search to begin with. For example, enter 7 if you want the search for folders containing more than 6 documents. Entering 6 results in a list of folders with at least 6 documents. The system always starts with the number you entered. 34 Using DataMaster for Windows

Folder Parameters Folder Parameters This section changes the number of displayed fields according to the drawer you selected. For all drawers, the Company field is always available. For other drawers, additional fields are displayed. Use these fields if you are searching for a specific person or account folder. You have the option of leaving these additional fields blank. The following is an example of the expanded Folder Parameters section. Follow these steps for completing the Folder Parameters section. 1. Enter a Company number, if you have more than one. Otherwise, leave it blank. 2. Click the Find button, if this is the only parameter you wish to enter. Or, if there are additional fields displayed and you wish to refine your search, continue to the next step. 3. What you enter in this field differs between Legacy and Customer Master users. Customer Master users must enter the Account Number of the folder (include all zeros) Using DataMaster for Windows 35

Folder Parameters Legacy users must enter their telephone numbers (area code + seven digits) 4. Complete the Description fields (Last Name, First Name and Full Name) 5. Click the Find button to initiate the folder search Note: When you click the Use Range of Fields check box an identical set of fields opens to the right. This feature enables you to search for a range of folders. For example, you could request all folders for the names starting with Johnson and ending with Smith, and everything else in between. You can do the same with company and account numbers. You may use partial names, i.e., Joh and Sm. If you selected Multiple Drawers in the Drawer field, the Find Folder Summary dialog box will appear. This is a list of all folders by drawer that matched your search parameters. When you click on the drawer you wish to open, the Find a Folder List dialog box will appear. 36 Using DataMaster for Windows

Folder Parameters If you selected a single drawer in the Drawer field, the Find a Folder List dialog box will appear. To view the folders and documents, double-click on the drawer with the cursor. The Find Folder List dialog is displayed. Using DataMaster for Windows 37

Folder Parameters To view the documents within the folders: Under the Folder menu, select Open Folder and either Same Window or New Window Select Same Window to view the documents in the existing window, or, Select New Window to view the documents in a separate window To view the actual document, click on the Document menu, then highlight the Display sub-menu. Click on one of the following. Current to view the document highlighted Prev to view the document in the previous folder Next to view the document in the following folder Note: You may also click the Prev and Next buttons to view the desired document. 38 Using DataMaster for Windows

Sorting Folders The document is displayed: You have the ability to view multiple documents. Each successive document you open will cascade or tile depending on your selection in the Window menu. And, you can close the documents by selecting the Close All or Close sub-menus. Sorting Folders The folders in the display grid are displayed in the order the system retrieved them. You may sort them alphabetically and numerically, in ascending or descending order. Simply click in the desired column header to change the document sorting order. When you click in the column header, you will see an arrow in the right corner. It will point up or down to indicate ascending or descending document order. If the arrow does not appear when you click the header, the documents are in their original order. Using DataMaster for Windows 39

Exporting Folders Exporting Folders The Find Folder menu on the Find Folder List dialog box indicates an export option. This option is not available for your use. However, you do have the ability to export documents so you can use them in other programs, printing or sending e-mail. For more information on exporting documents, please refer to Exporting Documents on page 58. About Documents A document is one or more indexed pages of data within a folder. For example, if you have a five-page bill in a Bills folder, the bill would be considered one document with five pages - not five documents. Company documents are kept in preset drawers representing different departments. Your CD-ROM will contain drawer types for the services your company purchased. Drawer types may include: Multiple Drawers, Billing Reports, Bills, Cable Bills, Cable Reports and CABS Reports. From each drawer, you can view stored documents. You have the option of viewing Documents from several (multiple) drawers at one time. See the Viewing Multiple Documents section of this module for instructions about activating this feature. 40 Using DataMaster for Windows

Searching for Documents Searching for Documents The first step to starting a Document search is to open an Empty Query List window as described in the section Opening a Query located in this module. This is the window you will use to specify parameters for your search. Parameters include data such as drawers, dates, number of pages, document type or text description. You may widen or narrow your search by the parameters you enter in this window. DataMaster will allow you to search for multiple documents at one time. Simply leave the current window open, then begin a new search for a document. This allows you to move easily between documents until you close any of them. You may search for a document in two ways: Select the Find menu and choose Documents, or, Click the Find button on the Quick Key button toolbar and choose Documents Using DataMaster for Windows 41

Searching for Documents The Find a document dialog box appears is displayed.: The Find a document dialog box is divided into five sections - Drawers, Dates, Pages, Document Type and Description. These sections provide you with distinct document search criteria. If you wish to view all documents in a specific drawer, just click the Find button. When you open the Find a document window, the All Date Ranges sub-menu is selected as a default in the Dates field. The following criteria can be entered in the Find a document fields. Field Drawer Dates Pages Description Each Drawer represents a different department. A Drawer stores the individual folders that have been created by the users. Drawer types are preset and cannot be altered. A specific date or date range you are looking for. The selections in this field depend on the drawer type you have selected A scanned page or pages the document should contain. You decide how many pages you are searching for in a document. 42 Using DataMaster for Windows

Searching by Drawer Field Document Type Description This section has three dialog boxes with drop-down menus. The type of information entered here depends on the drawer type you selected. The Show List for dialog menu will list the Drawers in which you may search for documents. The type of Drawer you select will determine the list of documents that will be made available in the second menu. The Document Type menu will list the Types of Documents you may search for. These types will vary according to the Drawer you are in. The Media menu determines the format you wish to view and save the information in Description Select this box if you wish to search by a range of information, i.e., names starting with Johnson and ending with Smith Searching by Drawer Select a department from the Drawer drop-down menu you wish to search. If you wish to view all folders in a specific drawer, just click the Find button. You do not need to select any other parameters in the next sections. Multiple Drawer Search You may search for all or several drawers at one time. Choosing Multiple Drawers will expedite your searches if you need to search for folders in more than one drawer. Using DataMaster for Windows 43

Multiple Drawer Search The Drawers button is activated when you select Multiple drawers. Click on the Drawers button to view a Multiple Drawers dialog window. It will allow you to select the drawers for your search. To select specific drawers, simply click in the check box next to the drawer name. Or, you may click the Select All or Unselect All buttons to add or subtract the departments. You must select at least one department for a search. Instead of clicking in each check box, you have the option of selecting or unselecting all drawers by clicking the appropriate button. Click the Ok button to confirm your selections. Click Cancel to begin again. 44 Using DataMaster for Windows

Searching by Date A Find Document Summary dialog window will indicate the number of documents and entries in each drawer. Note: You may clear the parameters fields by clicking the Clear All button. Searching by Date You may narrow your search by completing the Dates section. The All Date Ranges sub-menu is the default in the Dates field. Select this option if you don t need to search for anything specific. Otherwise, you may highlight one of the following selections, depending on the drawer name you selected in the Drawer section. Document Date is the date a document was generated. All documents will indicate the first day of the month Using DataMaster for Windows 45

Search by Number of Pages Create Date is the date the documents were indexed Modified Date is the date a document was modified after it was indexed. MACC does not use this field. It will always be blank. If you are searching by the Document, Create or Modified Date, you may specify the date range (month to month), or by day, week, month, or a single day. For the Date Range, choose the start and ending dates from the pop-up calendars Select Blank if you wish to search for all documents not having a specific date or range. If you choose Month Range, Week Range, or Day Range, you will need to enter how many previous months, weeks or days you wish the system to search in the next field. Search by Number of Pages You decide how many pages the documents you are searching for should contain. You have the following choices. 46 Using DataMaster for Windows

Search by Number of Pages -Any Number of Pages will return all folders without regard to the number of documents they contain. This is the default. If the number of pages contained within a document is not relevant, you do not need to do anything else with this section.?pages or Less puts a limit on the number of pages you are searching for in all documents?pages or More allows you to search for documents containing more than a specified number of pages Exact Number of Pages will return all documents with the number of pages you indicate in the Exactly field Range of Pages allows you to specify the starting and ending number of pages in all documents. For example, you can search for documents containing 4 to 10 pages. Enter the starting and ending numbers in the Starting at and To fields to the right. Note: If you search by?pages or Less, or,?pages or More, the small dialog box to the right will become active. Enter the number you want the search to begin with. For example, enter 7 if you want the search for documents containing more than 6 pages. Entering 6 results in a list of documents with at least 6 pages. The system always starts with the number you entered. Using DataMaster for Windows 47

Search by Document Type Search by Document Type This section has three dialog boxes with drop-down menus. The type of information entered here depends on the drawer type you selected. The Show List for dialog menu will list the Drawers in which you may search for documents. The type of Drawer you select will determine the list of documents that will be made available in the second menu. The Document type menu will list the Types of Documents you may search for. The default is All Document Types. Choose this option if the type of document is not relevant to your search. Document types will vary according to the Drawer you are in. The third menu is for Media Format. All media types currently in the system are the same format. You do not need to choose a format. Searching by Description This section allows you to locate documents by searching for a specific string of text within the document. Any Text is the default. If you do not intend to look for documents with specific lines of text, you will not make any changes in this section. Specific Text will allow you to type in a sample (up to 20 characters including spaces) of text. DataMaster will search for all pages containing that text. 48 Using DataMaster for Windows

Completing the Document Search Process Text Range allows you to search for all pages containing text that begins and ends with the two sets of text you type in the Text and To fields, and whatever text appears in between them. Completing the Document Search Process The following steps describe how to search for Documents within Drawers. Once you have entered the parameters in the Empty Query List window, Click the Find button. This will display the Find Document List query window. This is a list of all documents that matched your search parameters. You may now select one or more documents to view, navigate, print or export. See the following sections for more information. Using DataMaster for Windows 49

Sorting Documents Sorting Documents The documents in the display grid are displayed in the order the system retrieved them. You may sort the alphabetically and numerically, in ascending or descending order. Simply right click in the desired column header to change the document sorting order. When you click in the column header, you will see an arrow in the right corner. It will point up or down to indicate ascending or descending document order. If the arrow does not appear when you click the header, the documents are in their original order. Viewing Documents To view the desired document, double-click on the document row, or, Select the Open Folder sub-menu from the Folder menu, and, Select Same Window to view the documents in the existing window, or, Select New Window to view the documents in a separate window 50 Using DataMaster for Windows

Viewing Multiple Documents When you do one of the preceding steps, the Document window is displayed. Opening a document will display it in the main DataMaster window which will appear behind the Find Document List window. Viewing Multiple Documents You may view more than one documents at a time. Successive documents opened in DataMaster automatically open into the same window by default. This closes any opened report. To view multiple reports together, click the Multiple Documents sub-menu of the View menu. All documents will open in separate windows and allow you to tile or cascade them by selecting the Window menu option. Note: A maximum of 20 windows may be opened at the same time. Using DataMaster for Windows 51

Navigating Documents Navigating Documents The following sections describe how to move around the screen to view all of the data in the document. Moving Around the Document The data in a document may not fit completely within the viewing area of your screen, or, you may need to view more than one page in a multiple-page document. There are several ways to help you view the data. To view the data that you cannot see, you have two options. You can scroll or you can zoom out to fit more on the screen. Scroll bars are located on the right and bottom sides of a document window. To view data, click the screen control arrows in the scroll bars as indicated in the following explanations. To increase or reduce the visible size of the data on the screen, select Zoom In or Zoom Out from the Zoom menu, or use the Zoom In and Zoom Out buttons on the toolbar. 52 Using DataMaster for Windows

Moving Around the Document Screen control arrows You can also select any of four options on the Zoom menu that will display the document text in the window according to it s dimensions. Choose from the following. Zoom to Selection will zoom into a document section you highlight. Click and drag the mouse to enclose the section you want to enlarge. The selection will automatically appear in the document window. Fit to Height will display the text according to its height Fit to Width will display the text according to its width Best Fit will display the text according to either its height or width, whichever looks best Using DataMaster for Windows 53

Finding a String of Text Some documents have more than one page. Searching for the first, last or a page in-between is simple if you choose one of the following. To quickly go to the first page or the last page in the folder, select First or Last from the Page menu or use the First or Last buttons on the toolbar. To see the previous page or the next page, select Previous or Next from the Page menu or use the Prev or Next buttons on the toolbar. To quickly move to a specific page number within the archive, select Goto Page Number from the Page menu or use the Goto page button on the toolbar. Finding a String of Text If you need to find the location of a specific word or phrase within the active archive, you can use the Find String function. This function is found on the Main Interface Menu and Button toolbars. To find a string, complete the following steps. 1. Select Find String sub-menu from the Edit menu or use the Find button on the toolbar. 54 Using DataMaster for Windows

Finding a String of Text The Search dialog box appears below. 2. Type all or part of the text string you wish to locate. If you wish to search for the string exactly as typed in upper or lower case, select the Match Case check box. If you do not know the exact case, or wish to search for all occurrences of the string regardless of case, do not check the Match Case check box. 3. You can limit your search to one or several pages of a document by clicking one of the three following choices. All pages Current page only Current page to the last page 4. Click the Search button to begin the search. Using DataMaster for Windows 55

How to Print Data If located, DataMaster will highlight the string in blue. If DataMaster cannot find the string, an error dialog appears. 5. To find the next occurrence of the string, select Find Next Occurrence (F3) from the Edit menu. How to Print Data DataMaster allows you to print the current page of the active archive, a range of pages, or the entire archive. When you click the printer icon, DataMaster will automatically default to the Pages radio button and print only that page unless you change the Print Range. Using the Print dialog, you can choose to print all or select pages (i.e., pages 1-3) of the archive. You can also access the Windows Print Setup dialog to choose a different printer or change the printer settings. To Print, complete the following steps. 1. Select Print Current Selection (Ctrl + P) from the File menu or use the Print button on the Main Interface Button toolbar. The Print dialog appears. 2. Select the Print Range by clicking on the All button or the Pages button. If you select Pages, type the range you want to print by typing the first page number (insert hyphen) then the last page number. 56 Using DataMaster for Windows

How to Print Data Note: At this point you can change a variety of printer options such as the Print Quality, number of Copies, and whether you want your copies Collated. You can also click on the Select Printer window to aim your print job at a different printer, change the Orientation, or Paper size, as well as other standard Windows print options. For information on these features, please refer to your Windows documentation or the documentation for your specific printer. 3. When you finish selecting the Print Range and other options, click on the Print button to send the information to the printer. Note: You can cancel the print job at any time by clicking on the Cancel button in the print status box. Using DataMaster for Windows 57

Exporting Documents Exporting Documents One of the key features of DataMaster is its ability to export data to other applications or your computer. DataMaster creates a simple ASCII file so you can use this data in any number of other programs, for printing or sending e-mail. You may export one or more documents at a time. You can export documents two ways: either by exporting them to a folder on your computer, or, exporting them to another program using Data Mining. Exporting to a Folder DataMaster makes it simple for you to export a single document or multiple documents at one time. Select one of the following methods according to your document exporting needs. Exporting a Single Document If you wish to export a single document to a folder on your computer, you will use the Main window File menu. Documents exported this way must be opened in their own windows before they can be exported. Complete the following steps: 1. Open the document(s) you wish to export 2. On the Main window, click File menu 3. Move the cursor to the Export sub-menu, and select Document to disk 58 Using DataMaster for Windows

Exporting a Single Document The Export Document-DataMaster dialog appears. Note: Select Overwrite or Append in the If File Exists section to indicate if you would like the exported data to overwrite an existing file or accumulate with the data you export. 4. In the Page Range section, select All (pages) or the Pages radio button if you want to specify a range of pages to export 5. You may save the document to the file indicated in the Filename field. If you wish to save the document to a file other than the one indicated in the Filename field, click the ellipsis button to the right of the field. Using DataMaster for Windows 59

Exporting a Single Document When you click the ellipsis button, the Export document to disk dialog opens. Note: If you have created a folder for the document prior to exporting it, the dialog box will indicate Export to folder in the Title Bar. 6. You may either select a folder you want the document exported to, or, type in a new file name and click the Save button. If you select a folder, the Save button turns into an Open button. Clicking on it will open the folder you selected. Once the folder is open, the Open button automatically returns to a Save button. Click it to save the document and return to the Export document dialog. Note: You may rename the document prior to exporting it. Simply type the new name in the Filename field. Be sure to include the.txt extension at the end of the document name. 7. Click the OK button on the Export document dialog to save the file to the folder 60 Using DataMaster for Windows

Exporting Multiple Documents Exporting Multiple Documents If you wish to export multiple documents to a folder or disk in one operation, you will use the Find Document List dialog Document menu. Complete the following steps: 1. Highlight the documents on the Find Document List dialog you wish to export 2. On the Find Document List dialog, click Document menu 3. Move the cursor to the Export sub-menu, and select Document to disk. The Browse for Folder dialog will appear. 4. You may select a folder from the browse window or make a new folder by clicking in the Make New Folder button. Using DataMaster for Windows 61

Exporting with Data Mining 5. When you click the OK button, the documents will automatically be exported to the new folder or folder you selected Note: The documents will appear as separate named files in the selected folder. Exporting with Data Mining The Data Mining feature allows you the option of exporting one or several documents to an application at one time. Depending on how many documents you want to export, you save time by selecting the exporting method that s right for you. Using this method automatically creates a directory on your C: drive called Output. Your data is exported to the directory in a file named export.txt. If you selected several files to export simultaneously, all of them will be combined together in the export.txt file. The following sections describe the Data Mining exporting method. Exporting a Single Document To export a single document using the Data Mining function, complete the following steps: 1. Open the document you wish to export 2. You may access the Data Mining function by either clicking on File Menu on the Main Interface screen, or, the Mine Quick Key 62 Using DataMaster for Windows

Exporting a Single Document 3. Move the cursor to the Export sub-menu, and select Data Mining The DataMine COLD Document-DataMaster dialog box appears. 4. In the Page Range section, select All (pages) or the Pages radio button if you want to specify a range of pages to export 5. Click the OK button to save the document(s). This method will automatically create a directory on your C:/drive called output and export your data to a file named export.txt in that directory. Using DataMaster for Windows 63

Exporting Multiple Documents Note: You can add more documents to the same export. txt file by repeating the DataMining function. Exporting Multiple Documents To export multiple documents using the Data Mining function, complete the following steps: 1. Highlight the documents in the Display Grid window of the Open Folder dialog box by holding down the Shift key and mouse click (or arrow key) on the documents 2. Click on the Document Menu 3. Move the cursor to the Export sub-menu, and select COLD Data Mining. The DataMine COLD documents-datamaster dialog box appears. 4. Click the OK button to save the document(s). This method will automatically create a directory on your C:/drive called output and export your data to a file named export.txt in that directory. 64 Using DataMaster for Windows