Record listing buttons

The record listing buttons appear in the middle section of the buttons palette.

When a list of records is displayed on screen (choose one of the ‘View…’ options, such as ‘View Companies’ or ‘View Products’), the following buttons apply. (Please note that some are context dependent, so won’t be enabled for every list):

The bottom right hand button of this section is actually not a listing button at all, and only works with a record open. Clicking on it with a record listing on screen has no effect.

This function is designed for use when you use the Information Manager. It takes you a special search window which lets you build a query based on data entered using the Information Manager. Building a query is very similar to the process of data entry in the Information Manager, and you should refer to that section for futher information

Allows you to perform another query. <Alt>-[Find] goes straight to the appropriate More Choices window.

Sorts the list displayed into any order required. Click on the fields in the left hand section of the Sort window to determine your sort order, and use the arrow button to the extreme right of the window to control whether the sort is ascending or descending.

Clicking this button takes you to the Data List Manager. This manages the Daybook equivalent of a 'back of envelope' list, except that Data Lists can be automatically generated by the system based on pre-saved searches or Macros.

Holding down [Alt] when clicking this button takes you to a window presenting a number of options concerning ‘Sets’. You can store commonly-used selections of records permanently on disk - these are known as ‘Sets’. They can be retrieved using the same button or by using the ‘Sets’ function on the Functions menu of the More Choices windows. Click on this button to save the current selection (ie the records listed on screen) as a Set, or to compare the selection on screen with an existing Set using usual Set operations (union, intersection, and differentiation).

Brings up the standard QuickReport Generator for the file you are working with, to report in any manner you wish on the records listed.

Use ‘Open’ on the File menu to retrieve a previously-saved report for reprinting, or construct a report from scratch by ‘dragging’ the fields listed on the left across to the column space on the right. Once constructed, the report can either be printed or saved to disk.

Saving to disk is effectively an export - reports saved in this fashion can be read by other programs such as spreadsheets. They cannot be very easily imported to other copies of Enterprise 6, however. Please refer to the [Global Change] button below for details about how to do this.

Full details concerning the Report Generator can be found in a separate chapter in this manual. Access to the Report Generator is only granted if the user’s Personnel record grants full access to the file being viewed (ie not Read Only or No Deletions). If you have SuperReport installed, clicking this button will bring up the SuperReport window, and <Alt>-clicking it will bring up the QuickReport Generator. The button is enabled only when using ‘View…’ functions.

Brings up the standard Graph Generator, by which any field of data from the current selection can be graphed against one or more numeric fields, and displayed in various standard formats (Column, Pie Chart etc). More complex graphs can in fact be constructed using the Report Generator above. Full details can be found elsewhere in this manual. Access to the Graph Generator is only granted if the user’s Personnel record grants full access to the file being viewed (ie not Read Only or No Deletions).

The [Global Change] button enables you to modify one of the fields of data either for all the records in the current selection (ie in the list on screen) or for all highlighted records (see above under [Select] button for details about how to make continuous and discontinuous selections).

This can potentially save hours of work, by for example correcting errors en masse, or raising the prices of all products - but it must be used with great care.

Simply select the field which you want to change from the list on the left of the window. Enter the change in the field to the right and select the nature of the change from the radios button options just below this field. Click [OK] and Enterprise 6 will confirm that you wish to apply the change to however many records you have selected.

The Evaluated Change option can be used to apply to the selected field of selected records an evaluated statement. This could be a calculation based on numeric data, updating a numeric field, such as, when applying to the Companies’ Value field: [COMPANIES]Size * 1.175 All such calculations will automatically be rounded to two decimal places.

The [Global Change] button can also be used to export records to other users of Enterprise 6, or to import records exported in this fashion by another user. Note that for this to work successfully, both the exporting and importing versions of Enterprise 6 should be the same. Note also that records exported in this way are saved in special format that can only be read by Enterprise 6. If you wish to export records for later import into a spreadsheet, for example, you will need to use the export function which is part of the [Report] button’s function.

You can use the keystrokes <Command-A>/, <Command-E>/, <Command-I>/, <Command-O>/ and <Command-U>/ to emulate Apply, Export, Import, Overwrite and Update Stamp respectively.

You can apply a Global Change to the information contained in Further fields, providing they have been defined for the File in question and providing you have greater than Read Only access to them. Their field names will appear at the end of the list of fields, prefixed by ‘FF:’. These fields are affected by Global Changes in the normal way, except that the ‘Evaluated Change’ and ‘Update Remote Flag’ options will not be available.

You can also use Macros to change the information held in Further fields: please see the Macros chapter elsewhere in this manual for more details. Note that you need to be of Manager level or above and to have full access to the relevant volume to use the [Global Change] button.

If you have a list on screen, this button tells you at-a-glance how many records you have listed and how many you have highlighted. It can be used, for example, to count Companies about to be listed, or add up Remittances about to be printed.

If you have a list on screen involving company information, for example Companies, Sales Orders, Purchase Orders or Jobs, this button can be used to dial the telephone number of a highlighted company. If you have a compatible phone, it will pick up the tones from your computer’s speaker and dial the number automatically. If no record is highlighted, the top record of the list will be dialled. Hold down (Macintosh) or <Alt> (Windows) while clicking [Dial] to get to see a list of further options (Fax Numbers, Contacts’ Numbers etc), on of which can be selected for dialling.

This button displays and allows the modification of any infarmation stored in Further fields pertaining to the record in the list that has been highlighted. Full details can be found in the ‘Further fields’ section earlier in this chapter.

To use this button you must double-click on a record to open it up. Then clicking on this button brings up the Information Manager palette, and allows you to make entries for the currently active record.