Library Manager V 1.0

Documentation - 2/1998

 

  1. Requirements
    1. 486 processor or better with at least 8 MB of memory.
    2. Windows95 operating system. The program should work with NT, but has not been tested with it.
    3. At least 2 MB of hard disk space or more depending on the size of your database. The program itself uses about 1 MB of disk space - the rest is needed for data files.
    4. A color monitor capable of 800 x 600 mode is recommended, but the program will run in 640 x 480 mode.

  2. Program Design and Structure
    1. Library Manager uses a multi-threaded Browse/Form structure for its basic program design. All data is viewed on multiple Browses (scrollable, sortable, selectable, and searchable lists of data) and is added, edited, or deleted via Forms. Each Browse has a built in incremental locator which will take you to the best matching record as you start typing the first few letters of the entry. Appropriate Forms are accessed via their particular Browse Window. Reports on individual items are run from the appropriate Browse Windows, while overall database Reports (lists) are run separately from a Report Menu. All reports are previewable before printing.

      2. Examples of the primary Title Browse and its Form for adding or updating records is shown below as exhibits I & II.

      Exhibit I - Browse the Title file - Titles/Location

      Exhibit II - Changing a Title Record.

    2. The program uses four linked data files to hold information about each title, each author, and the subjects (keywords) and location names or labels that you want to use. In addition, it employs two link files to allow unlimited authors and subjects/keywords for each title. These are displayed in the order entered for each title. All linking of data between files in Library Manager V 1.0 is done with automatically generated [hidden] ID numbers, so that any editing or changing of data is immediately reflected in all records. In other words, suppose that you have entered 100 books by Issac Asimov and you realize that it should be Isaac Asimov! Just edit the single Asimov Author record from the Browse the Author File Browse Window and the correction will flow through to all titles.

      3. Exhibit III - The Author Browse

    3. Notes - The Titles file has a Notes field that allows you to insert up to 2,000 characters of textual information about any title, and the Authors file has one that permits up to 500 characters on any author. These notes are both available on screen and included in reports.

  3. Installation
    1. Installation of the demo is done with a zip file - lmdemo1.zip. Download and unzip this file to a clean subdirectory on your machine. Run the Install.exe in order to create the LibMan directory and two subdirectories - DemoData and Data and put all files in the appropriate directories. The DemoData subdirectory has existing data that is used for the tutorial, while the Data subdirectory is for your own library data. Both are limited to 25 titles in the demo version. The LibMan subdirectory contains your program and control files. No other files or directories on your machine are affected by the installation of Library Manager.
    2. After installation, we suggest that you add a shortcut to your Windows 95 Desktop to run Library Manager. Right-click with your mouse anywhere on your Desktop and select New, then Shortcut. Left-click on Shortcut and click on the Browse Button. Select the drive on which you installed Library Manager, then select the LibMan directory. Double left-click on the LibMan.exe program file. Click Next and change the name from LibMan to Library Manager. Now click Finish. The new Shortcut with a bookshelf icon will appear on your Desktop.

  4. Help Features

    5. The primary help for this program is in three forms.

    1. These instructions, which give an overall picture of the use and function of the program.
    2. Messages that appear on the lower left border of the Menu frame also provide additional assistance.
    3. "Tool Tips," which appear when you move the cursor over a part of the display provide much of the needed information.

    The program is designed to be used with little training or need of help. For anything not covered by these, please contact the developer via Email at sortware@lrainc.com.

  5. Navigation
    1. Library Manager uses standard Windows95 navigation techniques, so if you are familiar with other Windows programs you should have no difficulty at all.
    2. Menu - The main Menu provides access to the various parts of the program and is described in detail in section 7, the Menu System.
    3. Taskbar - Notice the small blue icons on the area immediately under the Menu items, this is the Taskbar. The buttons are "flat" style buttons, so only the icons show unless they are active and you move the cursor over them with the mouse. When a Taskbar button is available for use it is undimmed and has a "tool tip" available telling you its purpose. The first seven icons are for navigation on a Browse and are almost identical to the VCR buttons that appear on the bottom of some Browses and are used for the same purpose. Skipping the check mark button for now, the next three buttons (starting with the + (Plus) mark) are for Inserting, Changing, and Deleting individual records respectively. If left-clicked with the mouse, they will call a Form designed to do what you requested. The check mark button is used to call a secondary Browse from a Form to look up an existing entry (location, subject, or author's name) to fill a data field.

      4. Exhibit IV - Main Menu and Taskbar
    4. VCR buttons are used on some Browses (see the primary Browse in Exhibit I) as mentioned above, while others use Scrollbars on the right and bottom where necessary. Of course, you can also use the up-arrow and down-arrow keys on your keyboard while in a Browse.
    5. While in a Form, the TAB key or the mouse can be used to move between fields, while the mouse is best used to access Menu and Toolbar items, Tabs, and to move from one part of a window to another.

  6. Data Entry
    1. Data entry is accomplished by accessing the appropriate Form in any of three ways.
      1. Use the appropriate buttons on the Taskbar, as described above.
      2. Keyboard - Instead of the Taskbar, you may use the Insert, Enter, and Delete keys on your keyboard to Insert, Change, or Delete records. A Select can be made by a double left mouse-click.
      3. Right Mouse-Click - The third method involves a right mouse-click. This will cause a popup Menu to appear with the options that are currently available
    2. Forms vary from the simplest with only one TAB and perhaps a single data entry field to the complex with numerous entry fields, multiple TABS, Text Windows, and scrolling Browses to hold multiple items of data of the same kind (multiple authors of one title, for example).
      1. Simple data entry fields allow you to type information directly into the form.
      2. A lookup data field will display a little down-arrow (called a Mouse Look Up Button) to the right of the field (see Exhibit II) when entered via a Tab keystroke or mouse-click. These are specialized fields that allow data from another file to be looked up and linked to the currently active file. These can be used in several ways, depending on the nature of the information in the other file.
        1. Just start typing the entry if known and the nearest match will appear in the field.
        2. Use the up-arrow or the down-arrow on the keyboard to move back and forth in the other file to choose another item if desired.
        3. Third, and this is often advised with a more complex data look-up, a mouse-click on the Mouse Look Up Button will cause a Browse to appear listing all of the data in the other file. Select the appropriate item for the Form data field by double clicking on it, using a right mouse-click to call up the popup menu, or using the check mark on the Taskbar if available.

        Exhibit V - Select a Subject Record

      3. All Forms have OK and Cancel buttons on the lower right. Clicking on the OK button (or pressing the Enter Key) will save the record, while clicking on the Cancel button will abort it.
      4. The Titles Form is the most complex and varies depending on whether you are Inserting or Changing data to prevent the creation of orphan records. On Insert, only the Titles (General) Tab and the Notes Tabs are visible. After adding the basic title information, you then use Change (or the Enter Key) to add the subject and author information.

  7. The Menu System

    8. The Menu system consists of six entries, File, Edit, Browse, Reports, Window, and Help. See Exhibit III.

    1. The File button is only used to change the print setup and to exit the program in the 1.0 version of Library Manager. In the demo version, it is also used to access the Select Subdirectory Browse in order to change subdirectories from DemoData to Data and back. The default in the demo version is the DemoData subdirectory.
    2. The Edit button is used to cut, copy, and paste information from and into the text fields. Text from any Windows document can easily be imported using these selections.
    3. The Browse button gives access to the main parts of the program, including all onscreen viewing, adding, editing, and deleting data, and printing many of the most useful reports. It accesses five different Browse Windows. All are laid out similarly to maintain ease of use. Almost all information that is available in printed reports is also available directly on screen from one of the Browse Windows.

      4. Exhibit VI - The Browse Menu

      The specific Browse Window to choose depends on what information you have, author, subject, location, or title. The primary Browse for each window is the one on the left and provides a scrollable list with incremental locator based on the name of the Browse Window. For either of the Title Browse Windows, it is titles, for the Author Browse Window, it is authors and so on. Any number of such windows may be opened at once. Click on this primary Browse and then type a few letters of the start of a title or author's last name (whichever is appropriate), and the highlight bar will move to the closest match. All other information on the window is instantly updated to match that entry.

      All of these Browse Windows also have Print Buttons. A mouse-click on the button will offer a previewed report based on the item highlighted in the primary Browse.

      1. Browse the Title File - Title/Location is the first Browse Window and probably the one that will be most used to enter data. In addition, it provides easy access to information if you recall the title or even just the start of the title. All books can also be located by primary location using the By Location Tab and then the Select Location button on this Browse Window. The scrollable text box on the lower left displays text information on the particular title highlighted.
      2. Browse the Title File - Library Code/ ISBN# is the second on the sub-Menu and provides the same functionality as the first, except that it allows location by library code or ISBN# instead of selection by location. Again, the incremental locator works the same.
      3. Browse the Author File works similarly, except that a listing of all of the authors in the file in displayed in the primary Browse. In addition, the scrollable text field at the bottom left displays information on the highlighted author. If an author with a number of titles is highlighted, then the information displayed is on the title highlighted. To view information on any other title, just click on that title with your mouse and the window will be instantly updated.
      4. Browse the Subject File is one of the most useful since it selects titles based on a subject or keyword. A click on any subject/keyword will display all titles linked to this item.
      5. Browse the Location File - Surprise! This is identical to the Subject Browse, but based on the location highlighted in the primary Browse.

    4. Reports
      1. There are eight reports available under the report menu and eleven in all, including those available on the individual primary Browses. All under the Report Menu are alphabetical.

        2. Exhibit VII - The Reports Menu and Title sub-Menu

      2. There are four different Reports based on the titles file as shown. Why not try each one for an on screen preview of what it can do.
      3. The other three are self-explanatory as well. Most use multiple columns and are alphabetical from left to right, then down.
    5. Window

      6. This Menu button is the same as the standard Windows95 Window Menu button and works exactly the same. It can be used to arrange and move between open Library Manager Browse Windows.

    6. Help

    This Menu button, again, works as with the standard Windows95 Help button. Little information is provided here except under About Library Manager and under Ordering Library Manager about ordering a copy or upgrades.

  8. Using the Library Management Program - A Tutorial/Demonstration

    9. The Library Manager program is designed to be rather intuitive and easy to use. Click on the bookshelf Library Manager icon on the Desktop. The introductory "splash-screen" will disappear within five seconds or when clicked on. There are three things of interest to the user. First, to easily select and view information directly on the screen. Second, to enter and edit information in the database. Third, to create a variety of reports giving printable information about individual titles, subjects/keywords, locations, or authors and also lists of each from the database. The default DemoData subdirectory will be used for this tutorial.

    1. Viewing information
      1. Mouse-click on the Browse Menu button. Choose the Browse the Title file - Titles/Location and click on it.
        1. Notice how quickly the Browse pops up. The highlight bar should be on the topmost record in the Demo database.
        2. Try moving the cursor over the Taskbar buttons that control the primary Titles Browse (the first seven buttons). Try moving the highlight bar up and down using the buttons. Notice how all the information in the whole window is updated instantly to reflect the record being highlighted?
        3. Now try using the VCR buttons at the bottom of the primary Titles Browse and do the same thing. Notice that they do not have popup "tool-tips," but otherwise work the same way as those on the Taskbar.
        4. Next choose records using the mouse with a single left mouse-click.
        5. Now just type the first few letters of the start of a title. Instantly, the highlight bar moves to the nearest match.
        6. Finally, just use the up-arrow and down-arrow on your keyboard. Any of these methods can be used to navigate the primary Browse.
        7. Using your mouse, move your cursor over various part of the whole Browse Window. Notice how the "tool-tips" popup to describe the purpose of each portion of the Window?
      2. Click on the Browse button on the Menu again and choose the Browse the Author file this time.
        1. Move the highlight bar around in the primary Authors Browse until an author who has more than one title listed is found. Try typing part of the last name of any author and notice that immediately the highlight bar jumps to that name.
        2. Use the mouse and select (with a left mouse-click) a title record other than the first listed. Notice how all the information in the whole window is updated instantly to reflect the record being highlighted? This is the only technique available to select a record in other than the primary Browse.
      3. The other Browses work the same, try them.

    2. Entering and Editing information.
      1. On the Authors Browse, use any of the methods mentioned in section 6.1 to Edit (Change) a record, choosing one that has some information about the author showing in the Text Window at the bottom left of the Browse Window. Pressing the Enter key on your keyboard - which is one of them, will bring one up..
        1. The Changing an Author Record Form pops up. Author's names are entered first name, middle initial, then last name, but are always displayed on the Browses as formatted and located by using the first part of the last name..
        2. The Form has two Tabs, a General and a Notes Tab. Click on the Notes Tab and the same information that is displayed in the Browse Text Window is shown. This and live and editable. Change or Delete a word or so and save the record by clicking the OK button. Notice how the information in the Text Window is immediately updated?
        3. Now add an author record by clicking the Plus Mark on the Taskbar or just press Insert from the keyboard. The Form is the same but is now empty and is titled Adding an Author Record. Add any name and some comments to see just how easy it is.

      2. Let's try the most difficult Form to make sure you understand. Select the already opened Browse the Title file - Titles/Location by clicking the Window Menu button or just clicking on the Browse itself if any portion is visible on the screen. Select a title with a location and more than one author and subject. As described in 8.1 above, access the Title Form in Edit format or just press Enter.
        1. Notice that the General Tab has a lot more data entry fields than the author's General Tab. Never mind, all but one work exactly the same as before. Notice also that there is a Notes Tab and two new Tabs, Link to Subjects and Link to Authors. These last two Tabs only are visible during Change in order to prevent the creation of orphan files.
        2. Click on the Location entry field - it's the one that is different. This is a Lookup data entry field. Go back to section 6.2.2 and read about how they work. Done? Ok, now try out the various methods until it's clear what is happening.
        3. Exploring a Notes text entry field has already been covered in the author's file above. So now click on the Link to Subjects Tab. Notice that a Browse box appears with several subjects listed. Add a subject by pressing the Insert key or right click on the mouse and selecting Insert. Click the little down-arrow (Mouse Look Up Button). To add an existing subject, just Select it from the Select a Subject Record Browse by any one of the methods described earlier (just double left-click on it for now). Notice that it is now added to the subjects linked list.
        4. Now try adding a subject that doesn't exist in the database yet. Access the Select a Subject Record Browse as above and press the Insert key or use the right mouse button. An Adding a Subject Record Form pops up. Add a subject and press the OK button. Now Select that new subject as done above (double left-click) and notice that it is added to the Link to Subjects Browse on the Titles Form. Save the Form by clicking the OK button. Move to another title and then back. Notice that the Browse Window is now updated with the new information.
        5. Changing a Linked subject or author is not permitted to protect the integrity of your system. If the link is incorrect, then it should be deleted and another added to correct it.

    3. Printing Reports
      1. Click on the button with the Printer Icon. A report will be generated on the title highlighted and presented for viewing on the screen. To print it, press the Printer Icon button on the top left of the Report Preview Window. Otherwise press the big X Icon button to exit.
      2. Click on the Reports Menu button. Select the Print the Title File - Print All Titles without Detail. Let the program generate and view it on screen. To print it, press the Printer Icon button on the top left of the Report Preview Window. Otherwise press the big X Icon button to exit.

    This has now covered everything necessary to use the Library Manager program successfully - only a little practice is needed to become proficient.

    The Data Subdirectory is provided for your use. It will hold up to 25 titles in the demo version of Library Manager and the same data will be available for you to add to when you purchase the program.

  9. Tips and Suggestions
    1. Never delete any subjects, authors, or locations that have titles attached. This will leave the title with a link to nothing and might create strange behavior in your database. Since these can only be deleted from their own primary Browse Windows, it is an easy matter to determine if any links remain before deleting them.
    2. Any change to a location, subject, or author is immediately reflected in the entire database.
    3. Any Linkage to a subject or author may be deleted from the Link to Subjects or Link to Authors Tabs on the Title Form without affecting that author or subject elsewhere.
    4. The title Text field is a good place to put information (especially if this is used for a used-book store) on condition, date of purchase, edition, and whether signed or not. It is immediately viewable on all Browse Windows except the Author Browse.
    5. Always work out the primary location names clearly ahead of time. If the books are not yet in their permanent location, this data entry can wait until later.
    6. The data entry fields are pretty well self-explanatory, but one deserves a special mention. The Item entry field is there to provide a little more location data if needed. For example, if one of your primary locations was Master Bedroom, and you had three bookcases with 7 shelves each, you might call them A1-A7, B1-B7, and C1-C7. You have three characters (including spaces) available for this feature.
    7. Only enter the data that is important for your needs. ISBN numbers and library codes are irrelevant for most people's uses as is much of the publishing information. Remember - keep it simple!
    8. Keywords are listed in most modern texts or you can create your own to suit your specific needs. These can be as simple or complex as needed and might include appropriate subgroups, like History as the first entry, Middle Eastern as the second, and Arabic or Jewish as the third. This not only makes it easier to find, but also it is easier to see what it's about when the key words are so descriptive. For a genealogical library you might use last names and locations as keywords. Experiment.
    9. The numbers of items possible in each data file is more than the number of books published. Only the hard-disk space and the abilities of your processor limit the capacity
    10. Us the standard alpha library strategy for listing titles - leave off any "A," "An," or "The" that start the title and put it on the end after a comma or in parentheses. This will make lookups on titles much easier.
    11. Never use any spaces when entering library codes or ISBN numbers. If you are going to use LC for Library of Congress codes, always use it.

  10. Contacting the developer of Library Manager

    11. L. R. Andrews, Inc.
    P. O. Box 3474
    Augusta, GA 30914

    Tel: 706-736-4884
    Fax: 706-733-7652

    Email: software@lrainc.com
    Website: http://lrainc.com/software/