Contents

Overview
Menu & Toolbar
About Windows and Tabs
Selecting & Lists
The TDOC Browse
Entering Information
Attaching Documents, etc
Preview, Print, Export, & Email Buttons

Overview

TDOC has a Multi Document Interface [MDI], which enables multiple windows to be open at the same time. Thus different actions can be carried out without the need to close one activity in order to carry out another. Some windows do however operate on their own, and once launched, the activity must be completed or cancelled before anything else is done.

The Name of the Module in use, the Name of the Licencee, and the Path to the Database in use are displayed at the very top of the screen above the menu and toolbar (if any).

TDOC is driven from a menu, and user configurable toolbars. All the normal windows functionality is supported.

Back to Contents

Menu & Toolbar

The TDOC menu is split into four sections:

- Application. This contains three sections:
  - Select (and set) Paths. This is NOT available when any windows are open.
  - User Settings
  - Exit the application. Also accessed by using the standard windows keys of ALT and F4 keys.
- Operations as appropriate to the module, with up to four main items. Within the operations modules, each menu item has an icon which is the same as those used on the toolbars.
- Window
  - Normal functions of Cascade and Tile,
  - Selection of open windows. Whenever a window is opened, it is automatically added (and removed when closed) to the list.
- Help
  - Help about. This gives the licence information etc - type and number.
  - Resource Check - Use the ALT and I keys for more information.
  - Error Logs (management)
  - Spool File (management).
  - EDI Files for import
  - Import a Bespoke Report Layout

The operational modules have up to four toolbars, one for each of the main operational sections. The toolbars may be configured to suit the user. Please see Setting to Work: User Configuration.

Hot keys are available by using the ALT key and the underlined letter within the menu item.

Back to Contents

About Windows and Tabs

When a window is opened, it is added to the list of open windows and may be accessed from the Window item on the main menu. The selected window may also be moved around the screen quickly with function keys as follows:

- F9 key - Top left
- F10 key - Bottom left
- F11 key - Top right
- F12 key - Bottom Left

In the screen shot below, the same window has been opened four times, and all four can be seen under the Window item of the main menu.

Tabs are a convenient way of displaying of related information where it cannot be seen all at once.

When information is being entered, and before it has been saved (as in the screen above), to assist in preventing the information being lost the following happens:

- Other tabs may be disabled preventing them being selected. This shown by the text being shown in Italics.
- The text on the tab containing the unsaved information is colored red.

Once the information has been saved, the text on the tab returns to black, and the other tabs are enabled.

The ALT key may be used in conjunction with the underlined letter in the tab's title to select it.

Back to Contents

Selecting & Lists

Within TDOC there are several process's which involve selecting items from a list of available items. Generally the selected items are shown on the left side, and the list (browse) of items available for selection is on the right. Where appropriate, the list of available items may be filtered by using context menu.

Between the two lists (browses), there are a number of buttons with standard indicators as follows:

- Adding items (from list of available items)
  - < - Add selected item from available list to selected list,
  - <+ - Add all items in available list to selected list,
  - << - Replace selected list with all items in available list.
- Removing items (from selected items)
  - > - Remove selected item,
  - >> - Remove all items.

Back to Contents

The TDOC Browse

Uses

The TDOC browse is used extensively for presenting information on screen. Browses are used in four different situations:

- For selecting an item to edit - e.g. when selecting a document to edit.
- For selecting an item from a drop down instead of entering it when an item of data is required. See Entering Information below.
- For selecting an item in a list to add to another.
- For displaying information.

Context Menu

When a browse has a context menu available (accessed by the F5 key or by right mouse click), then a small icon is shown on the left side of the browse title. The browse title (if any) describes the content of the browse including any filtering where appropriate. The context menu also shows any selections which have been applied.

Column Status

The status of a column is indicated by its color. Colors may be set: see Setting to Work, User Configuration. Each column title The following are indicated:

- Whether a column has an associated index or not is indicated by the color of the text. The default color for the text of the column title with an index is Red. Some browses do not have a column with an index.
- The currently selected column is identified by the background color of the title. The default is Light Green, and grey for other columns, except as noted. Some columns are not selectable, for example indicators and dates.
- The column which is setting the order in which information is displayed has a Tick at the start of the column title.
- Some columns, once searched, restrict searching into subsequent columns. These columns are indicated by the background color. The default color is Light Blue. This applies only to indexed columns in which a search is being carried out.

In the above screen shot, the columns have indicated status as follows:

- JobNo
  - Red Text indicates that the column is Indexed,
  - Light Blue background indicates that searching in other indexed columns is restricted to "00/TDOC"
- Maker
  - Red Text indicates that the column is Indexed,
  - The Tick indicates the order of the information is as shown in this column,
  - Light Green background indicates that this is the selected column for searching
- Document No
  - Red Text indicates that the column is Indexed,
  - Grey background indicates that the column is NOT currently selected for searching.
- Title
  - Black Text indicates that the column is NOT Indexed,
  - Grey background indicates that the column is NOT currently selected for searching.

The search and index status of a column may also be set by using its context menu as seen below.

Searching

The columns in a browse may be used to both to set the order the in which the information is shown, and to be searched into. To search a column, simply select the column, and start typing. There are two types of search:

- When the column is Indexed, and used to set the order, then indexed searching is done. This means that the search string must match the information in the column being searched starting from the left side. So to search for "ABC123", one would have enter an "A" followed by a "B", etc.
- When a column is NOT indexed, then the search is conducted differently. To search for "ABC123", one could enter a "1" followed by a "2".

Information about a search is displayed in the title bar of the window on which the browse is located. Searching is generally extremely fast, but if possible the search may be cancelled before it is completed by either pressing the ESCape key, or simply clicking on the browse. The message given in the screen shot below is that "ZAK" has been found within the word "Byzak". Although the column is indexed, it is not controlling the order of the information and so the second mode of searching is used.

Global Search

To use the global search use the F8 or CTRL + S keys. The availability of Global Search can be determined by and accessed from the Column context menu. It is only available when browsing the Names Register, and then only in limited places.

One word (or phrase) must be entered, and optionally a second one if the selection is set to "AND second word" or "OR second word". During the search a progress bar is displayed. Pressing the Cancel button stops the search if started, otherwise it closes the search screen.

Once the search has been completed, the results are displayed depending on which of the three options was selected:

- Show Separately (the default) shows a browse of the information which has been found, showing the same data as in the originating browse.
- Apply the results of the search to the originating browse. If only one record is found it is selected, rather than being applied. To return the browse to its original state, reuse the Search function and use the Clear button.
- Once the first record is found, stop searching and select it in the originating browse.

If the search has been used and applied to the originating browse, then it must be used again and the "Clear" button applied.

Hot Keys

This summarises the Hot Keys which operate on the browse to assist with locating information on the browse, as follows:

- Mouse Right Click or F5 key - Show Context Menu (if available)
- Mouse Double Click - Select and change to Edit Tab (where appropriate)
- Return Key - Select and change to Edit Tab (where appropriate)
- ESCape key - Stop searching
- Function Keys
  - F2 - Move to Previous Column
  - F3 - Move to Next Column
  - F5 - Show Context Menu (if available) or Mouse Right Click.
  - F6 - Set Column to Sort by
  - F7 - Set Column to Search
  - F8 - Global Search or Ctrl + S (if available)
- Control Key with another key
  - CTRL + S - Global Search or F8 (if available)
  - CTRL + A - Set Column to Search
  - CTRL + L - Start searching
  - CTRL + C - Find Next (Continue)
  - CTRL + UpArrow - Back to last found

Navigation

Within a browse, the "focus" is set by using the Tab Key until a cell is selected, or click the browse with the mouse. The selected cell has a dotted outline around it. The following keys operate within the browse:

- Normal Navigation
  - UpArrow
  - Down Arrow
  - Left Arrow
  - Right Arrow
  - Page Up
  - Page Down
- Especial Navigation
  - CTRL + Page Up - To end of browse
  - CTRL + Page Down - To top of browse
  - Data Entry RETURN key - enable data entry into a cell (where allowed)
  - CTRL + RETURN key - selects a drop down window (where available)

Back to Contents

Entering Information

Overview

TDOC has a sophisticated yet simple to use mechanism to indicate to the user when data has been entered but not saved. It helps to make sure that the information cannot be lost if something else needs to be done whilst in the middle of a task. When information is entered, and before it is saved, the screen becomes "Dirty".

When entering information on a screen, the following ways allow the user to end the entry of information in one box and proceed to the next one:

- Tab Key,
- Return Key,
- Move the mouse and click.

To go backwards, use either:

- Shift + TAB Keys,
- Move the mouse and click.

TDOC's Dirty Mechanism

When any information is entered on a screen which is part of that to be saved, then the following things happen (illustrated on the screen shot below):

- The Save and Cancel buttons become enabled,
- If the information is being entered on a Tab, then the Tab title changes color from Black to Red, and other Tabs may become disabled, which is indicated by their title being shown in Italics.

Where possible the information being entered is validated. If it fails to be validated, then (as illustrated on the screen shot below):

- The background of the box containing the invalid information goes red,
- A message is displayed in the windows message bar (at the bottom of the screen) explaining the error. The message is not "permanent" and will disappear after a short while.

Getting Valid Information

Beside some fields are various symbols which are accessed by the F4 Key, or clicking with the mouse. The following are used:

- Magnifying Glass - A Browse from which an entry may be selected. See above for more information on Browses. The Return Key or mouse Double Click enters the selection into the box.
- Calendar - A calendar from which a date may be selected. The following keys are useful:
  - Without showing the Calendar, the SpaceBar inserts "Todays Date".
  - The Numeric "-" Key - Moves back a day
  - The Numeric "+" Key - Moves forward a day When the Calendar is shown.
  - The PageUp Key - Goes back a month
  - The PageDown Key - Goes forward a month
  - The ESCape Key - Close the calendar without making a selection.
- Drop Down List - A windows list from which a selection can be made. When using a Drop Down List, typing in the first letter e.g. "A" will go to the first item starting with an "A". If there are more than one entry starting with "A", pressing it again will go to the next one.
- Folder Icon to get a folder or a document.

Save, Cancel, and Exit

Once a screen is "dirty" then the Save and Cancel buttons can be used as follows:

- Using the Save button will check that all the information is valid, and then save it.
- The Cancel button will restore the information to the way it was before any was entered or edited.

In both cases, the following things happen:

- The screen is cleared, and made non dirty.
- The Save and Cancel buttons are disabled (and other buttons may be enabled)
- The tabs if any are also set back to their non dirty state

Where the information is deemed important, then a warning message may be displayed when the Exit button is used.

Back to Contents

Attaching Documents, etc

There are two main activities:

- Managing the Attachment:
  - Making an Attachment,
  - Removing an Attachment.
- Viewing an Attachment.

Attaching a document (or any file) to a record in TDOV may be accomplished by:

- Dragging the file from a compliant "drag and drop" application such as Windows Explorer. Note that TDOC only accepts documents into the appropriate "drop" area to ensure that the attchment is made to the right record.
- Locating the file using a standard windows dialog.

Removing an attachment is done by launching the standard windows dialog, and using the cancel button.

Once an attachment is made, then a Button with an Icon appears. This operates a follows:

- For a Valid Attachment:
  - The Icon of the Application associated with the document type is shown,
  - Hovering the mouse over the Button will show the full path with file name to the document.
  - Clicking the button launches the application, automatically opening the document.
- For a Missing Document,
  - The adjacent icon is shown:
  - Hovering the mouse over the Icon shows the recorded full file path with file name.
  - Clicking the button has no effect.
- For an Invalid Application,
  - The default windows Document Icon is used.
  - Hovering the mouse over the Button will show the full path with file name to the document.
  - When the button is clicked, the following message appears:

Back to Contents

Preview, Print, Export & Email Buttons

Overview

There are two general things for which the printing mechanism in TDOC is used:

- Generating a document such as a letter or a transmittal note,
- Generating a report.

Both operations are similar and simply involve putting information from the database into a report. The only difference is that for generated documents, the recipient(s) are defined, whereas for a report this is not the case.

There are four different ways in which a document or report can be generated, and each is supported by the appropriate button:

- Preview: To allow the document or report to be previewed to check that it is correct or what is required.
- Print (viz print hardcopy): To print the document or report to the default print device. This may be changed in the user settings: see Setting to Work; User Configuration; Printer.
- Export (viz generate a file). The file is created and placed in the Spool Directory, with a unique name. For details of the names which are automatically generated, please see Other Information, Generated File Names. Spool files may be cleaned up: see Using TDOC; Help etc; Spool files. If no export file type has been set, or the spool file directory is not found, all the Export buttons are disabled.
- Email (viz despatch the exported file). The file is exported to the Spool Directory. If the receipients are already identified, the file is despatched directly to the recipients(s). When the Save button is used, the generated file is moved to the nominated directory if the "Save Generated Documents" parameter has been set. If either the Export button is unavailable, or there is no email set up, then all the Email buttons are disabled.

Emailing Reports

When a report is emailed, then the recipients must be selected, and the decision as to whether to keep the report has to be made. If a report has been exported, then it may be emailed selecting Help; Spool Files from the Main Menu.

The report with a default message and when available the JobNo are passed to the Email facilty which is found from the Main Menu under Work Package, Contacts, Send Email.

Error Logs etc are emailed directly to TDOC Support.

For more information see Work Package Management; Contact Notes.

Back to Contents

Continue to Help, etc