Output (text,Web, Word)

A standard interface is employed to carry out almost all output. Groups of records (views) and catalogues (saved lists) can be output using specific layout formats. This is achieved by

• Opening the Output Screen

• selecting the desired output format

• selecting the records to be output, unless already selected by default

• pressing the Proceed button.

In this way you can generate reports which are sent directly to Word for windows, to formatted text files, to groups of hyperlinked HTML files all ready for uploading to your Web page or send them directly as electronic mail. In fact you can set up as many output templates as you require to handle your needs, specifying the fields and format to be used, and use these aganst any list or view.

The basic steps involved in outputting records:

• If you are not already viewing the Output Screen call it up by invoking the output command (Alt^P on most forms).

• Select the desired Output format from the drop down list provided. Note: the default source of the records and the default destination for the output are already specified in the output format you select (but these can be overridden) along with details of the fields to be output and their layout.

• If you are outputting a catalogue you can select a specific catalogue from the Drop down list provided. During output you will be prompted to confirm the selection, as with any output, but in addition you can publish (or republish, if already published) catalogues. Publishing results in the section order being set to that specified by you (use the Set Section Order on the output Screen or on the Catalogue Screen which will apply to all catalogues published or republished from then on) and the sorted records to be assigned unique, incrementing entry numbers. (Unless you republish a published catalogue, the section order prevailing at the time of publishing is maintained, as are the entry numbers and prices.). Entry numbers in unpublished catalogues are not initialised, and will all be set to zero unless a previous version of the catalogue was published and subsequently unpublished.

• Press the Proceed button(Alt P).

• When prompted enter an appropriate file name to save the output to (In cases where you are outputting a catalogue in which you have specified that records be output by section order you can specify that all sections are output to a single file, or to multiple files, one file per section. The name entered in the file dialog box is interpreted as either a filename or directory name depending on which option you choose. See Outputting Catalogues as multiple files for details).

• If outputting you can specify that a catalogue be published which in effect freezes it, preventing additions and deletions or modifications to specific fields. See publishing catalogues for details and implications.