Alpha Five Made Easy, The Basics and More for Version 10 · 2011-05-07 · ALPHA FIVE MADE EASY The Basics and More for Version 10.5 xix Right Click Menu 96 Finding fields on the

ALPHA FIVE MADE EASYThe Basics and More for Version 10.5

Table of ContentsIntroduction Alpha Five - version 10.5 update ..........................................................................................ix

What’s in Alpha Five Made Easy? ixA message to the small business community ixAcknowledgments x

Getting Started........................................................................................................................xUsing Alpha Five with a remote database............................................................................xiiMaking the transition from Alpha Four to Alpha Five ........................................................xiiInstalling the ALPHA FIVE MADE EASY lesson files......................................................xii

Database files xiiiNaming convention xiiiRemember the Bonus Pages! xiii

Support ................................................................................................................................xiv

1 Databases and Tables Creating a new database .........................................................................................................3Understanding Tables and Fields ...........................................................................................4

Creating a new table 6Closing the database 9Opening multiple databases 9

Understanding the Alpha Five Control Panel.........................................................................9Taking a tour 10

Tables/Sets tab 10Layouts tabs 11Operations tab 11

Changing the table structure.................................................................................................11Warning message 12

Planning table design 12Naming your database and its objects ..................................................................................12

Using long names 12Avoiding spaces 13Reserved words 13Selecting names 13

Using a naming convention 13Opening an existing database ...............................................................................................14

File in list 14File not in list 14Edit list 14Sample Databases 14

2 Field Rules and Data Entry

Understanding Field Rules ...................................................................................................19Table level 19Form layout level 19

Creating table level field rules..............................................................................................19Understanding the menus 20

Viewing the field list 21Finding fields in a large table 21

Defining Field Rules ............................................................................................................21Understanding Field Rules settings 21Understanding the Field Types tab 22

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Extended field types 22Default descriptive name 23Field description 23

Defining Auto Increment fields 23Setting a Default Value 23Setting a Skip expression 24Logical statements 24

Changing the case of fields 24Understanding Masks 25

Conditional templates and masks 25Mask formatting symbols 26Pre-formatted masks 26Custom masks 27

Defining a default value 27Enter Date Field 28

Creating a calculation 28Understanding Functions and Expressions 28Memo fields 29Time fields 29Image and Image File Reference fields 29Saving and closing Field Rules 29Error messages 29

Field Rules errors utility 30Testing with the default browse 30Moving between Restructure Table and Field Rules 31

Defining a Lookup Table .....................................................................................................31Understanding Source and Fill 33

Display 33Width 33Condition 33

Choosing the type of lookup box 34Separate window 34Drop Down List Box 34

Creating a separate window lookup 35Adding and editing records 35Choosing the lookup form or browse 35

Temporary browse 35Custom browse 35

Defining the pop-up behavior 35Position 35

Creating a drop down list box lookup 36Entering, changing and deleting data ...................................................................................37

Opening the default browse 37Tables/Sets tab 37

Using the separate window lookup 37Entering dates 38Entering numbers 39Entering character fields 39Entering a date for the current year 39Using the drop down list box lookup 39

Resize drop down list box 39Add new entry 39Change existing entry 40

Using spell check 40

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Current record 40Edit user dictionary 40Using spell check in memo fields 41

Speed up your entries with Speed Typing 41All character and memo fields in table 41Specific fields in table 42

Canceling an entry 42Deleting records 42

One record 42Multiple records 42

Saving records in a database 43Changing data in a record 43Renewing Field Rules 43

Calculated fields 43Other fields 43

Restoring prior versions 43

3 Sets and Mapped Tables

Understanding Sets...............................................................................................................47Connecting the tables 47

Understanding One-to-One links 47Understanding One-to-Many links 47Relating table design and set design 47

Creating a Set .......................................................................................................................49Understanding links 49

columns 49Error messages 49

Creating a One-to-One Link 50Link characteristics 51

Understanding Referential Integrity 52Cascade changes/deletes 52Prevent changes 53Child records 53When to use Referential Integrity 53Set editor display 53

Creating a One-to-Many Link 53Completing the set 54Editing sets 55Creating calculated fields at the set level 55Creating Variables at the set level 56Linking on multiple fields 56Using the same table more than once in a set 57

Aliases 58Seeing Referential Integrity in action 58Using Field Rules with sets 59

Understanding Mapped Tables.............................................................................................59Field Rules 60Exporting 60Advanced users 60

Creating a Mapped Table 60Tables tab 60Records to include 61Fields tab 61

Understanding field properties 62Making fields updateable 62

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One at a time 63By default 63Global updates 63Update status 64

Viewing the mapped table 64Changing the display 64

Reposition column 64Combine multiple fields into a single column 64

Viewing the Xbasic 65Editing an existing Mapped Table 66Adding a computed column 67Exporting to Excel 67

4 Forms and Browses Overview ..............................................................................................................................70Understanding form design ..................................................................................................71

Creating a default form 71Stylesheet Gallery 72

Creating a Custom Form 73View Xbasic code 74The design Tools 74

Understanding the Top Menu 75Roll- Ups 77

Understanding the forms toolbar 79Design decision 81

Working with floating toolbars 81Anchors 83Stretch field height 85

Docking and undocking the floating toolbars 85Using Dynamic Guidelines 86Using the Right Click Menu 86

Properties 86No spell check 87Events 87

Using the Rulers Menu 87Vertical alignment and width of fields 87Horizontal alignment and height of fields 88Move group of fields 88

Understanding the Task Panes .............................................................................................88Using the views 89

More quick launch tricks 90Form controls to Super Controls—and back 91Restore default layout 91

Using the Toolbox 91Views 91Using the tools 92Text 94Text styles 94Frame 95Lines 95

Using the DragDrop List 95Drop Fields genie 96Controls across 96Controls down 96Group / Ungroup objects 96

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Right Click Menu 96Finding fields on the form 97Finding fields in the DragDrop list 98Sort order 98Collapsing tables 98

Using Browse Controls 98Open Form 98Print/Preview Layout 99Run an Operation 99Generic action 99Image 99Text 99

Using the Interactive Window 99Testing with the custom form 99

Test spell check 100Restoring to a prior version 100

Understanding the Properties Pane & Object Properties dialog.........................................101Using the Properties Pane 102

Selecting the object 102Object properties 103Builder button 103No spell check 103Dynamic properties 103Form properties 104

Using the Object Properties dialog 104Creating a tabbed form .......................................................................................................105

Set up 105Change background 105Graphic backdrop 106Resizing the form 106Form width and height 106Snap to Grid 107

Placing a title on the form 107Creating a text object 107Sizing the text object 108Changing the object properties 108Renaming an object 108Rotating the text 109Viewing the finished text object 109

Creating a Tabbed Object 109Changing the appearance of a Tabbed Object 110

Changing the page colors and names 110Transparent background 110Adding a new tab page 110Deleting a tab page 111Selected tab label 111Resizing a tabbed object 111Changing the order of tabbed pages 112

Understanding Browses......................................................................................................113Creating an Embedded Browse ..........................................................................................113

Understanding Embedded Browse properties 115Browse object 115Column properties 116

Customizing the browse properties 116

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Property Pane views 116Sizing the browse 117Adjusting the columns 118

Resizing columns 118Adding columns 118Removing columns 118Column order 119

Ordering the form’s records 119Smart Fields 120

Making a browse read-only 121Changing colors 121

Selected records 121Splitter color 121

Sorting by column title 121Testing the changes 122

Restrictions 122Browse splitter 122Column title sort 122Scroll bar navigator 123Selected color 123

Changing the column titles 123Using the Undo and Redo commands 123

Testing the Undo command 123Placing One–to–One fields on the form .............................................................................124

Moving objects 124Dynamic guidelines 124Snap to grid 124Micro moves 125Objects on tab pane 125Set position 125

Placing fields and their titles on the form 125Aligning objects 126Equalizing vertical spacing 126Adjusting field sizes 126Moving objects in small increments 127Equalizing horizontal spacing 127Adding more fields with titles 127Changing label names 127Ungrouping objects 128Copying attributes 128

Save, Save, Save! 128Copy all to selected 129Copy all to same type 129Copy some to some 129

Viewing the form edits 130Adding a record navigator ..................................................................................................131

Moving all objects on a tab pane 131Bubble Help 131Tick style 132Logical record number 132

Editing the navigator control 132Placing One-to-Many fields on a form...............................................................................133

Reviewing the set structure 133Adding another embedded browse 133

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Position and resize 133Adding dynamic references................................................................................................134

Creating a dynamic header 134Using fields as dynamic references 136Making the fields read only 136

Linking field 136Tweaking the layout 137How everything works so far 137

Dynamic header 137Dynamic fields 137Read Only fields 137

Entering data into the browse 137Saving form changes 138

Viewing more reference objects 138Creating form level field rules............................................................................................138

Understanding the difference between rules and properties 139Field Rules 139Field properties 139Crossover 139

Choosing the right option 139Table level rules 139Properties Pane & Field Properties 139Form level rules 139Case conversion 140Decimals & Width 140

Locating the rules and properties options 140Creating form level rules 142Understanding the form rules editor 142

Menus 142Edits 142The table rules! 142Single shot 142

Creating a form level lookup 143Display order 143

Formatting with Field Properties 144Understanding the Expression Builder...............................................................................145

Taking a tour 146The elements 146Select fields 147Select values 147Function Finder 148Calculated fields 148Variables 148System fields 148Object properties 149Library 149

Finding the right function 149Reference 149Function Finder 150Search 150Category 150Invalid or incomplete 151Getting A5 Help 151

Using the library 151

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Current or global 151Description 152Sample text 152Add to library 152Delete or rename 152Sort 152New entry 152Small edits 152Templates 153

Using the EB keyboard 153Show / no show 153Arithmetic operators 153Logical operators 154True & False 154Comparison operators 154

Using the toolbar 154Entering expressions 155

Functions 155Quotes around text 155

Creating calculated fields ...................................................................................................156Creating a character expression 156Using the ALLTRIM function 156

Result 157Spaces 157Add elements 157

Saving the expression 157Invalid expression 158

Using a calculated field 158Modifying calculated field objects 158

Transparent background 158Creating a simple mathematical calculation 159

Shortcut 159Field names 160Column names 160

Combining field types in an expression 160Match field types 160Convert date 160Syntax 161Adjust field 161

Editing calculated fields 161Refining the form ...............................................................................................................162

Using Rich Text objects 163Text vs. Rich Text 163Field vs. object 163Adjustments 164

Copying and pasting objects from another form 164Group objects 165Copy objects 165Position group 165

Changing the tab order 165Naming the form 166Creating Smart Fields 167

Calendar, Clock 167Calculator, E-mail and URL Fields 167

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Adding a header and a footer 169Note about screen resolution 169Header 169Footer 169Shorten form 169Keep form size 169

Using a Web form on the desktop ......................................................................................170Feature Pack 170

Understanding Stand-Alone Browses ................................................................................171Opening the Alpha Sports database 171

Alpha Sports control panel 171Copying a browse 172Modifying the appearance of a browse 172

Stylesheets 172Alternate row colors 172

Modifying the appearance of a column 173No properties pane 173

Creating conditional color 173Default color 174Conditional color 174Equation order 174Row colors 174

Changing the vertical slider bubble help 175Order records 175Key value 175Column sort 175

Reviewing browse properties. 176Putting a button, a smart field and an ellipsis in a browse .................................................176

Putting a button into a browse cell 176Button or hyperlink 177Expression 177

Adding a smart field to your browse 178Email smart button 178URL smart button 179

Showing longer field contents 179Ellipses 179

Using the Ad Hoc browse ..................................................................................................180Filter expression 180

5 Reports, Letters and Labels

Overview ............................................................................................................................184Learning Report basics .......................................................................................................185

Powerful editor 185Creating a Quick Report.....................................................................................................185

Trouble shooting 189Fields 189Change field order 189Move field 189Remove field 189Groups 189Order 189Summary 189Options 190Properties Pane 190

Testing the design of the report 190

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Understanding the preview tabs 191Navigation 191Unsaved edits 191Save edits 191

Understanding the preview toolbar 191Pages 191Print 191View 191

Saving reports as PDF, HTML, Rich & Plain Text and Excel files 192Save as formats 192 193Save first! 193Send email attachment 193Color it! 194Post it! 194Excel note 194

Using the panes 195Navigation 195Properties 195Toolbox 195DragDrop List 195

Using the toolbar 195Understanding the top menu 195

View 195Report 195

Examining the report editor sections..................................................................................196Active section 197

Understanding the Report section 197Header 197Footers 197

Understanding Group Section(s) 198Header 198Size to fit 198Footer 198Recap 199

Understanding the Detail Section 199Viewing report sections 200Adding and removing sections 200

Groups 201Restoring to a prior version 201

Aligning and moving objects .............................................................................................201Understanding the basics 201

Settings 202Align 2 objects 202Size 2 objects 202

Aligning a group of objects 202Moving a group of objects 203

Moving columns and rows 203Undoing a move 203Hiding a section 203Closing up the space 204

Customizing reports ...........................................................................................................204Password 205

Modifying the Report Header.............................................................................................205

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Creating a cover page 205Enlarge section 205Remove lines 206Insert page break 206

Analyzing a calculated field 206Type conversion 207Save for later 207

Using the DMY function 207Finishing the cover page 207

Change header color 207Align & center objects 207Move all objects 208Add characters 208

Modifying the Group Header .............................................................................................208Understanding the IF function 209

If statement 209Workspace Hints 210Date functions 210Library entry 210

Putting a border around a field 211Changing font for several objects at once 211Viewing the report so far 211

Modifying the Detail Section .............................................................................................212Resizing the fields 212

Move fields 212Move labels 213Move line rule 213

Replacing an existing field with a new field 213Create field 213Swap fields 213Add characters 214

Creating simple numeric calculations 214Amt due 214

Using a calculated field in an expression 214Balance due 214Make labels 215

Removing blank pages and overflow 215Refining height and position of objects 215

Labels 216Formatting field objects 216

Alignment 216Word wrap 216Width 216Decimals 216Number display 217

Coloring alternate rows 217RECNO() 217MRECNO() 217MOD 217Draw frame 218Frame genie 2182-color band 2181-color band 218

Modifying the Group Footer ..............................................................................................219

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Understanding summary fields 219Group properties 219Label 220

Examining a group summary field 220Writing a group summary expression 220

Result 221Using the Drop Fields genie to create a summary 221

Format numbers 222Editing a group summary label expression 222

ALLTRIM 222Creating a new group summary label expression 222

Make new field & label 223Fine tune 223

Putting a box around a field with a certain value 223Write style expression 223

Modifying the Report Footer..............................................................................................224Understanding grand total summary fields 225Using the Calculated Fields dialog 225

Reorder 225Quick design 226Name convention 226Caution 226Not valid 226Valid 226Drag Drop List 227Change fields 227Finish section 227

Modifying the page footer ..................................................................................................227Copying objects from one report to another 227

System fields 228Copy section 228Transfer note 228

Pasting the objects 228Delete objects 228Paste section 228

Refining your report 228Enhancing reports...............................................................................................................229

Creating a sub-report 229Size 230Filter 230Edit design 230Edit settings 230Save 230Placement 231

Improving PDF, HTML & Rich Text report formats 231Save settings 231Adobe Acrobat PDF File 231Dynamic HTML File 232Rich Text file 232Plain text file 232Excel 232

Watermarking a PDF report 233Viewing reports on forms 233

Add toolbar 234

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Design mode view 235Sizing 235Edit report 235Filter 235Print 235Edit supercontrol 235

Adding TOC, Bookmarks and Index 236Using Active Link tables in reports 236

Important things to know about reports ............................................................................236Creating a Custom Report 237

Blank report 237Understanding properties in reports 237Understanding regions 238

Shrink band 239Understanding how data fits on the page 239

Overflow 239Group display 239

Adding columns 239Troubleshooting 239

Adding or removing the detail section 240Adding headers & footers 240Adding and ordering groups 241Filtering and Ordering reports 242

Filter 242Order 243

Printing records 243Current record 243

Importing a layout 244Forms 244Browses 244

Creating Letters ..................................................................................................................245Genie 245

Important things to know about letters 247Filter 247

More on filtering records for layouts 248Creating Labels and Envelopes ..........................................................................................249

6 Operations Understanding Operations..................................................................................................255Examining the types of Operations 255

Acts on records: 255Changes fields and/or text 256Creates a new table 256

Understanding the Operations Toolbar 256Understanding the Top Menu 257

Importing overview ............................................................................................................258Ascii file 258Spreadsheet 258Remote (SQL) data 258

Importing Excel files with AlphaDAO. .............................................................................259Understanding the AlphaDAO Import Genie 259

Selected vs. all 260Understanding table overwrite 260Viewing the Excel file. 260Choosing the import method 260

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Establishing the connection 261Version type 261

Defining the selected object properties 262Choosing the columns to import 262Defining the default settings for all objects 262Running the import 263Viewing the table 263Running a saved operation 263Importing multiple Excel pages 263

Importing an ASCII text file ..............................................................................................264Automatic overwrite 266

Marking records .................................................................................................................267Using the CONTAINS function 268Marking and unmarking records manually 269

Creating an Update operation.............................................................................................269Defining a character string 269

Searching for and replacing a character string 271Removing the filter in the browse 272

Adding records to a table....................................................................................................272troubleshooting 274

Deleting records from the table 275Excluding records from the Append 276Using Logical operators 276

Marking duplicate records..................................................................................................277Using the Quick Sort 279

Copying an operation .........................................................................................................279Deleting duplicate records 279

Deleted records 280Putting the operations on a button......................................................................................280

7 Buttons, Hyperlinks and Bubbles

What’s ahead in this chapter ..............................................................................................285Printing a report..................................................................................................................285

Using Action Scripting 286Testing a button 287Enhancing the appearance of a button 287

Bitmap / Text options 287Quick pick 288Bubble Help 288

Adjusting button placement on the form 288Customizing a fly-over effect 289Understanding button events 289

Setting multiple actions for a button ..................................................................................291Reorder 293Sound 294

Editing the script 294Completing the operations 294

Commenting .......................................................................................................................295Temporarily stopping an action 295

Adding custom graphics for your buttons ..........................................................................296Embedded vs. reference 296

Putting the graphic on a button 297Password protecting a button .............................................................................................297

Remove button password 298Creating A-Z buttons for a directory ..................................................................................298

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How it works 298Button views 299Hyperlinks 299

Understanding the dialog 299Alphabet buttons 299Button appearance 300Button, Hover, Active, Disabled 300

Defining a horizontal button bar with all letters 300Stylesheet 300

Creating a vertical bar that uses a range 301Show more 302

Creating a hyperlink on a form...........................................................................................302Event 303

Using the button genie to get hyperlink code 303Converting Action Script code to Xbasic 303

Copying a hyperlink 304Creating a hyperlink on a report.........................................................................................305

Setting up the links 305Design homework 305

Making the field look like a hyperlink 305Choosing the linking layout 306

Matching criteria 306Using the hyperlink 307Viewing your changes in the report 307

Single page report 307Multi-page report 307

Showing more with bubble help.........................................................................................308Text only 308Text, fields & images 308Photos 308Open file 308

Creating user instructions 308Unformatted text 308Formatted text 308

Giving the user extra information 309Text and fields 309Time delay 309Fields and Images 309

Enlarging a photograph 310Linking to another file 310

Hyperlink opens file 310Viewing the Bubble Help 311

Time lag 311Photos 311Data entry 311

8 Finding, Sorting and Filtering Records

Overview ............................................................................................................................314Tools for finding, sorting and filtering records ..................................................................315

Sorting and filtering with sets 315Cross-level queries 315

Testing the results 315Finding records...................................................................................................................316

Browses 316Forms 316

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Find by Key 316Basics 316Sets 317Record selector 317Find By Key toolbar 317Roll-Ups 318Preferences 318Quick close 318

Find text 318Basics 318Sets 318

Find by Form 319Basics 319Sets 319

Drop Down Browse search 319Sets 320Basics 320Navigation behavior 321Unique 321Filter 321Columns 322Lookup 322Quick Filter 323Cascading DD Browse 323Edit DD Browse 324Browse tips 324

Sorting records ...................................................................................................................324Sort by column title 325

Sets 325Sort by Key 325

Sets 325Multi-field Sort 325

Sets 325Browses & forms 326

Understanding Indexes 326Trouble shooting 326Increasing performance 326Creating indexes 326Opening indexes 327

Sorting in reverse order 327Find by Key 327Reports 327Genies 327

Filtering records .................................................................................................................327Quick Filter 328

Sets 328Multi-field Quick Filter 329

Sets 329Multi-Select Filter 329

Sets 330Query Genie .......................................................................................................................330

Sets 330Filtering with “and” & “or” 331

Status Bar 332

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Viewing the expression 333Editing the expression 333Saving the query 334Editing the saved query 334

Query operations toolbar 334Attaching a layout to the query 334

Query by Form ...................................................................................................................335Sets 335Forms toolbar 335Toolbar 336More buttons 336

Using the QBF Helper 336Editing existing data 337

Add or replace 337Quick entry 337

Viewing the expression 337Setting the order criteria 338

Change order 338Record number 338

Saving a search 338Browse view 338

Beginning a new search 339Opening saved QBF queries 339

Select Index / Query 339Using sorts, indexes, filters and queries .............................................................................340

Active 340Saved 340

Using the primary index or query dialog 340Indexes/Query lists 340Saved queries 340Fields 341

Finding and editing saved queries 341Using saved queries to filter reports 341Putting the saved query on a button 341

Query by Expression ..........................................................................................................342Sets 342

Understanding Arguments..................................................................................................342Logic 342Databases 342

Using an Argument to filter a report 343Dialog box 343Help window 343Report defined 343

Creating the arguments 343Argument properties 344Pick lists 345

Creating the filter expression 346Understanding arguments in expressions 347

Argument function 347Viewing the completed expressions 348

Case 349Adding the full date 349Finishing the report design 349Viewing the report 350

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9 Data entry made easy Overview ............................................................................................................................352Understanding data entry options.......................................................................................353

Form or browse 353Field rules 353Data controls 354Capitalization 354

Using Field Rules to create pick lists .................................................................................354Drop down table lookups 354

Creating a Simple List 354Field values 355Columns 355Display 355Exceptions 355Reorder list 355Other field rules modifications 355

Creating a Cascading List 356List 356Form view 356

Understanding Data Controls .............................................................................................356You gotta know about Choices! 357

Learning how they work 357Answering “yes” or “no” 357

Check box & Two-state button 357Using short list controls 358

Radio & Multi-state buttons, List box 358Abbreviated entries 358

Using a spin control 358List box 358

Using longer list controls 358Combo box & List box 358

Using controls for lists with sub-categories 359Tree and Drop Down Tree controls 359

Using table records in controls 359Columns 359

Using the advanced controls 360Creating Data Controls .......................................................................................................360

Part 1: Creating the data control object on a form 361From within the field properties box 361From the toolbox 361

Part 2: Entering choices for each type 361Creating “Yes” and “No” responses 361

Control types 361Labels 362

Setting up lists 362Control types 362Enter values 362Alphabetizing 363

Setting up lists with sub-categories 363Control type 363

Showing table records 363Control types 363Record List controls 363Combo and list boxes 364

Data entry made faster 364

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10 Graphics in the database

Graphics bring your database to life…...............................................................................366Tomorrow is here with Alpha Five ....................................................................................367

Understanding the terms 367Images 367Icons 367

Understanding field and file types 367Field types 367File types 367

Using the graphic design features 368Basic controls 368Advanced controls 368

Static and dynamic control types 369Static 369Dynamic 369

Understanding the HTML Editor 369HTML Memo fields 369Full HTML Editor 369WYSIWYG & Source & Xbasic 370

Using image fields in forms and browses ..........................................................................370Sizing the file: JPG, BMP, etc. 370

Image fields 370HTML editors 370Pixels 370

Adding an image field to a form 371Appearance 371Enter / Change Record 371JPEG vs. JPG 371

Using an HTML Memo field 372Open a file 373Table & URL 373

Creating an HTML window on a form...............................................................................373Editing the HTML 375

WYSIWYG or Source 376Sizing the form 376

Adding Icons to browses ....................................................................................................377Adding the graphics to the database 377Creating the Icon column 378

Expression column 378Unbound file type 379

Adding a condition manually 380Editing images and/or conditions 381

Show code 381Conditions 381

Changing the <default> (genie) entries 381Conditions & images 382

Changing manual entries 382Change condition 382Change images 382

Getting more information from the Internet.......................................................................383Understanding the pre-defined templates 383Using the Yahoo Maps template 383

Type and mapping 383Preview web page 384

Connecting the forms 384

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Using Google Search 385Using Google Image Search 386Linking to a URL 386Creating a new template 386

Adding a clock and a calendar ...........................................................................................387Entering and changing dates with the calendar & clock 387

Date Field 387Short Time Field 387Time Field 388

Entering and changing dates by typing 388Using the Calendar and Clock Supercontrols 388

Change date/time with supercontrol 389

11 SQL and Alpha Five SQL Filter Builders ............................................................................................................392What is SQL? .....................................................................................................................393Using SQL databases with Alpha Five...............................................................................393

Understanding Active– and Passive–Link Tables 393Active-Link 394Passive-Link 394SQL to DBF 394

Using the built-in drivers 394Supported drivers 394

Creating a new database .....................................................................................................395Adding an Active-Link table to the database .....................................................................395

Single table 395Multiple tables 395

Understanding the Connection String 395Named 395Ad Hoc 396

Creating a new Named Connection String 396Passwords 396Multiple saved connections 397

Adding a single active-link table 397Columns 398Custom SQL statement 398Where Clause 398Arguments 398

Changing field definitions 398More options 399

Adding multiple tables 400Views & tables 400

Editing table definitions 401Update View tables 401Primary Key 401Additional options 402

Editing Field Rules 402Refreshing the table definitions 402Converting connection strings 402Moving from SQL to DBF 403

Using Active-Link tables....................................................................................................403Understanding queries 403

Client-side 403Server-side 404Automatic 404

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Who chooses? 404Using the client-side query genie 405

Saved queries 405Using the server-side query genie 405

Builders & Buttons 406Filter Builders 406Order tab 407Preview tab 408Run saved query 408Delete, rename, duplicate 408

Setting query preferences when adding/editing table 408User privilege 408

Understanding record locking ............................................................................................409Abandon changes 409Examine conflicts 409

Refreshing the view of the record updates 410Using Passive-Link tables ..................................................................................................411

Named Data Source 411Edit structure 412Queries 412

Reviewing the DataSource definition 412Editing the DataSource definition 413Refreshing the data 413Editing Field Rules 414Moving from SQL to DBF 414

More help references ..........................................................................................................414

12 Action Scripting, Xdialog, Custom Menus and Toolbars

Giving and receiving ..........................................................................................................419Action Scripting 419Custom menus and toolbars 419Wait Dialogs 419Xbasic 419Xdialog 419

Zoom, zoom with Action Scripting...................................................................................419Editing an event 421Enhancing your forms 422Copying an Action Script 422

Creating custom menus and toolbars..................................................................................423Changing the right click menu for a form 423

Set context 424Hot key 425Form settings 425Field menus 426Trouble shooting 426Print preview 426

Creating a custom toolbar 426More options 427Print preview 427

Creating a dialog box that shows script progress ...............................................................428Showing percentage of completion 430

Enhancing the directory......................................................................................................431Form elements 431

The basic elements 432Browse object properties 432

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Object names 432Column properties 432

Introducing Variables 433Naming convention 433Events 434

Placing the objects on the form 434Frame 434Combo Box 434Embedded Browse 435Browse column 435Alphabet bar 435

Adding the code 436Combo box On Change Event 436Form On Change event 436

Testing the form 437Troubleshooting 437

Object Names 437Variable 437Code 437

Creating a filtered dialog ....................................................................................................437List types 438

Creating and storing scripts 438Creating the client list 439

Script genie 439List view genie 440Preview 441

Creating the registrations section 443Linking field 443Arguments 443Filter / Where Clause 444

Adding a search box 445Argument 445Filter/Where Clause 446Trouble shooting 446

Running the script at the Code tab 447Applying the script to a form 447

Using a grid component as a desktop form ........................................................................448Web Projects Control Panel 448

Setting up the Grid Component with Xdialog 449Styles 451Custom backgrounds 451Preview 451

13 Handy Things to Know

Overview ............................................................................................................................455Compatibility with Windows Vista & Windows 7 ............................................................455Database maintenance ........................................................................................................455

Updating Indexes 455Alpha Five software updates 456Backing up the database 456

Creating backup settings 456Using One Step Backup 457Create backup schedule 458

Restoring the database 458Compacting the database 458

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E-mailing a database 459Getting rid of the $$$$$$$$$$$$ 459

Deleting temporary files 459Packing Tables 459Resetting Auto Increment values 460

Alpha Five file types ..........................................................................................................460Database 460

Script Library 460Tables 460

Data Dictionary 461Sets 461

Data dictionary 461Customizing your Alpha Five startup ................................................................................461

Creating a desktop icon 461Naming the title and start bars 461Creating a startup form 462Hiding the Control Panel 463

Showing the Control Panel 463What to do if you’re locked out 463

Database operations............................................................................................................464Defining data entry mode 464

System default 464Individual form or browse 464

Defining date entry defaults 465Date Years 465Month/Year 465

Importing and Exporting files 465Import 465Export 465

Transfer data to Excel or Word 465Microsoft Excel 465Microsoft Word 466Return to A5 466

Naming conventions 466ODBC connection 466Opening Alpha Five 466

Turning the welcome screen on and off 467Editing the Recent Database List 467

Setting up security 468Passwords 468Encryption 468Object Level Security 468

Turning XP Themes on or off 468Understanding Aliases 469

Image Files on multiple computers 469Tables .................................................................................................................................470

Sharing Tables 470Adding a Table 470Deleting a table 470

Effect on sets 470Dropping a table 471Moving or Copying a table 471Emptying the table 471Reusing a favorite table 471

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Creating a Template 471Records ...............................................................................................................................472

Deleting and undeleting records from a table 472Deleting a single record 472Deleting multiple records 472Undeleting records 472

Deleting duplicate records 473Copying records from one table to another 473Removing certain records from a table 474

Fields ..................................................................................................................................474Field widths 474

Table structure 475Layouts 475Changing decimals 475Trouble shooting 475Memo Fields 475

Field Rules..........................................................................................................................475Apply changes 475Restore prior 475

Layouts — Browses, Forms, Reports, Letters, Labels .......................................................476Restoring and managing layout and field rules backups 476

Restore prior version 476File structure 476Clean single layout 476Clean multiple files 476Recent edits 476

Sending and receiving layouts 477Sending 477Receiving 477

Print and/or send records with current layout 477Print button 477Quick print a browse 478

Viewing structure information 478Ungrouping the DragDrop list 478Copying a layout 478Deleting a layout 480Changing the form window style 480Customizing the form title bar 481

System menu 481Setting up a menu 481Finding the source of the layout 482Understanding the Trace Window 482

Warning message 482Trace events 482

Understanding Unbound fields 483Functions and Expressions .................................................................................................483

Help with Functions 483Expression Builder 483Genies 483Books 484

Entering text in expressions 484Error messages 484IF statements 484

Character 485

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Numeric 485Mixed field types 485Conditional color and attributes 485 Nested IF statements 485

ISBLANK AND ISNOTBLANK 485LOOKUP Function 486

Understanding Xbasic terminology....................................................................................486Scripts 486Code 486Code Editor 486Code tab on the Control Panel 486Interactive window 486Script Recorder 486Background Xbasic 487Action Scripting 487Events 487Genies 487Xdialog 487

Assuring successful script writing 487Commenting 487

Exploring the Alpha Five reference library........................................................................487Learning Functions and Expressions 487Learning Xbasic 488Learning Action Scripting 488Learning Xdialog 488Learning to write web applications 489

Help! ...................................................................................................................................489Alpha Software Website 489

The Alpha Community 489Message Board 490Add-Ins 490Books 490Videos 490Documentation and technical articles 491Technical Support 491Pro services 491Blog 491

Software updates 491Alpha Software, Inc. 491Tips and Tricks 491

Frances Peake 491

Full Index ..........................................................................................................................493

Bonus Pages!

14 Color and Style Locating color and pattern options.....................................................................................511Using object properties to select color and patterns...........................................................511

Choosing colors 512System colors tab 512More colors 513

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Custom palette 513Custom colors tab 514Recent colors tab 514

Selecting a fill style 514Solid & Transparent & Translucent 514Gradient Horizontal & Vertical 515Gradient Radial 515Pattern & Percent 515

Adding borders and shadows 516Using the properties pane to select color and pattern 516

Percentages 516Transparent button 517Conditional color 517

Understanding Styles and Stylesheets ................................................................................517Forms 517Browses 517Reports 518

Creating and applying stylesheets ......................................................................................518Background 519Field object 519Text object 519Button object 519

Saving the form and creating the stylesheet 519Applying a stylesheet to an existing form 520

Trouble shooting 520Updating stylesheets 520Deleting stylesheets 521Setting the default stylesheet 521

Understanding Styles..........................................................................................................521Using an object to create a new style 521Updating an existing style 522Choosing an existing style 523Managing styles 523

Embedded Browse 524Type In field 525New styles 525

Deleting styles 526

15 E-mail and Faxwith Alpha Five

Communicating with Alpha Five .......................................................................................528Templates 528E-mail clients 528E-mail Database 528Mass e-mails 528Fax 528

Creating an E-mail Template .............................................................................................528Choosing the e-mail client 529Mail Merge 529

Creating the message 530Insert command (Conditional) 530Spell check 531Preview message 532

Using an e-mail template 532Button runs template 532Personal note 534

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Editing a saved template 534Using a Smart Field to run a template 535

Understanding the E-mail client options ............................................................................535Alpha Five e-mail client 536Default e-mail client 536

Entering the settings 536Find your e-mail account settings 536Profiles 537Gmail 538Error messages 538

Testing send e-mail for both clients 538Single profile 538Multiple profiles 538

Reading e-mail with the A5 e-mail client 539Receive test 539Download messages 539

Understanding folders 539Creating a new folder 540Move a single message 540Move a group of similar messages 540Read e-mail button 541

Creating a smart button for e-mail fields. 541Default e-mail client 542Alpha Five e-mail client 542

Sending mass e-mails with AlphaMailer............................................................................543Requirements 543

Understanding how AlphaMailer works 544Tables 544List maintenance 544

Opening an account 544Instruction downloads 545

Reviewing the Alpha Five Mailer tabs 545Understanding the passwords 547

Alpha Mailer account User Name & Password 547Local Password 547

Finding your AlphaMailer account password 547Changing your AlphaMailer account password 548Setting up your account on another computer 548Setting up the tables 549Creating a list 549Exporting the data to AlphaMailer 551

Profiles 554Composing a new message 556

From e-mail address 556From display name 557

Personalizing the subject and/or message 557Green Box 557Syntax 557

Writing the e-mail 557Subject line 557Text or Html 557

Inserting hyperlinks 558Inserting an image 559Inserting an “unsubscribe” link 561

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Enlarging the window 561Saving your composition 561

Plain text message 562Click tracking 562Open tracking 563Embed images 563Do not send duplicates 563Other options 563Spam check 563Render 563Delivery test 564

Sending the mass mailing 564Hyperlink 565Administrator e-mail 565

Viewing the reports 565Stored data 566

Understanding bounces 567Mailing bounces 567All bounces 567

Editing an existing message 567Saved as file 567

Adding a logo and company info 567Upload Image 567

Updating Lists 568Looking at more features 568

Automated messages 568Website tracking 569

Viewing the fee schedule 569Contacting Support 569

Sending a Fax .....................................................................................................................569Windows Fax Service 569

Personal configuration info 570Fax configuration info 570Cover Pages 570Sending a Windows fax 571

Faxing an Alpha Five Report 571More about cover pages 571Busy line 572Changing a fax status 572Completed fax 572

16 Alpha Four to Alpha Five: The Transition

Frances M. Peake ...............................................................................................................577Overview ............................................................................................................................577Windows databases ............................................................................................................577

Standard elements 578Alpha Five terminology......................................................................................................578Opening an existing database .............................................................................................579

File in list 580File not in list 580

A quick tour around Alpha Five.........................................................................................581Viewing the Alpha Five Control Panel 581

The Tables/Sets tab 582Table and Set icons 583

The Layouts tabs 584

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The Operations tab 585Alpha Five file types ..........................................................................................................585

Database file types 586The Database 586The Script Library 586

Table file types 586Data Dictionary 586

Set file types 586Data Dictionary 586

Naming Alpha Five database objects 586Using long names 586Avoiding spaces 586Reserved words 587Selecting names 587

Creating an Alpha Five database and pulling your Alpha Four data into it .......................587Creating a new Alpha Five database 588

New folder 589Copying your Alpha Four files 589Adding tables to your Alpha Five database 591

Using the Conversion Tools ...............................................................................................592Shortcuts for moving calculations and expressions into Alpha Five 594

The 3- Step Plan .................................................................................................................597Strategies for developing, testing and making the final data conversion 597Emptying the Alpha Five table 597Appending current Alpha Four records 598

Indexes and their new role in Alpha Five...........................................................................600Required indexes are created automatically 600Sort and Find by Key 601

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Documents

Alpha Five Made Easy, The Basics and More for Version 10 · 2011-05-07 · ALPHA FIVE MADE EASY The Basics and More for Version 10.5 xix Right Click Menu 96 Finding fields on the