A reference document is not actually a document; it contains the information necessary to identify another document which is not stored in Con-nect.
Reference documents can be used, for example, to provide information on a collection of newspaper cuttings or a bibliography.
Reference documents can be found with the SEARCH command.
This document covers the following topics:
Issue the following command sequence from any point in Con-nect:
ADD Reference
As a result, the "Add Reference Document" screen appears.
10:50 AM * * * C O N - N E C T 3 * * * 3.Feb.94
Cabinet LS Add Reference Document Thursday
Folder Work___________ File _______________
Document Name ________________________________
Writer ____________________________________________________________
Title ____________________________________________________________
Description ____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
Keywords _______________ _______________ _______________
_______________ _______________ _______________
Private use _ or Security Read 7 Modify 7 Copy 7
Complete the information above and press ENTER to add
Command / /
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Menu Quit In Send Foldr Docs Note Cal Flip Last Home
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In addition to the information which you enter in every "Add" screen (see The "Add" Screens), you must specify the following reference document definition criteria in the "Add Reference Document" screen.
- Document Name
A unique name that must not exceed 32 characters.
If you do not assign a name, you must enter a description, the beginning of which will serve as an identifier instead of the name.
- Writer
Optional - the writer of the work you are referring to.
- Title
Optional - the title of the work you are referring to.
- Keywords
Optional - you can specify up to six keywords. These keywords are of use when you issue the SEARCH command to locate reference documents (see Search Facility).
Press ENTER to add the reference document.
The blank "Add Reference Document" screen re-appears and you can add another reference document or quit the function.
Issue the following command sequence from any point in Con-nect to display a list of all available reference documents:
DISPLAY Reference
As a result, the "Display Reference Documents by Name" screen appears.
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Cabinet LS Display Reference Documents by Name Thursday
Cmd Reference Document Name Folder File Date Filed
--- -------------------------------- --------------- ------------- -----------
__ Basics Work 3.Feb.94
__ Cable types Work 3.Feb.94
__ Fish Work 3.Feb.94
__ Reviews Work 3.Feb.94
__ Trainer Work 3.Feb.94
__ Training Work 3.Feb.94
__ Video Work 3.Feb.94
Cmds are 1 or 2 characters from the list below (FLIP for PF-keys)
Command / /
Copy Display Erase Export File Modify Print Send Top
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Note:
Reference documents do not appear in the "Display Documents by Name"
screen.
The "Display Reference Documents by Name" screen lists all reference documents alphabetically. The columns display the following information:
- Reference Document Name
The name of the reference document.
- Folder
The folder in which the reference document is stored.
- File
The file in which the reference document is stored.
- Date Filed
The date when the reference document was first filed in the cabinet.
The command prompting line of the "Display Reference Documents" screen shows all the commands which apply to reference documents. The commands are described in section Commands. The following exceptions apply when working with reference documents:
You can export a reference document only to a PC.
To export a reference document to a PC, you must be using Con-nect from a PC, the PC mode must be active and the TP monitor must be set to lower case (see Communication With a PC).
Issue the EXPORT command in conjunction with the reference document that you want to export. As a result, the "Export Reference-document-name" screen appears in which you must mark the "PC File" field and press ENTER. In the resulting Entire Connection dialog box, specify the name under which you want to store the reference document on your PC and choose the OK button to export the reference document. For further information on the EXPORT command, see Exporting Documents.
When you display the reference document on the PC, it may look as follows:
01 Work 02 Reference Document Name 03 Writer Name 04 Title of Book 05 Description1 05 Description2 05 Description3 05 Description4 06 KEYWORD1 06 KEYWORD4 06 KEYWORD2 06 KEYWORD5 06 KEYWORD3 06 KEYWORD6 07 X7777 08 199310021129LS 09 199310021134LS
Line 01 indicates in which folder the reference document is stored.
Line 07 indicates the security levels for Read, Modify and Copy. The X indicates a private object.
Line 08 contains information as to who created the reference document. It contains the date (October 2, 1993), the time (11:29) and the user ID (LS).
Line 09 contains information as to who modified the reference document.
Line 10 would contain information as to who sent the reference document.
Line 11 would contain information as to who forwarded the reference document.
The following is an example of a reference document that has been sent to you and then been exported to a PC:
01 Work 03 Writer Name 04 Title of Book 05 Reference Document Name 05 Description2 07 7777 08 199310021137ESH 10 199310021138ESH
This reference document is not identified by a name (therefore line 02 is missing), but by its description (line 05). When a reference document is sent, the first line of the description is overwritten with the name which has been entered in the "Subject" line of the "Send" screen.
Line 07 does not start with an X but with a blank, indicating that this reference document has not been marked as private.
When you display a reference document which has been sent to you, the keyword lines are empty, since keywords are not sent with an object. Therefore lines 06 are missing in the above example.
You can, for example, use an Entire Connection procedure file to display a PC image file whose name is in the "Title" field of a host reference document.
DISPLAY the reference document (do not enter any information in this screen).
Enter the name of procedure file shown below in the Entire Connection command line and press ENTER.
dos del c:\am\dwg.ncd set pcfile 7 down data c:\am\dwg.ncd type 'export' cr type 'x' cr open-i 1 c:\am\dwg.ncd :loop read 1 #parm1 #parm2 if #parm1 eq '04' goto quit goto loop :quit dos 'c:\am\AM ' 'c:\am\' #parm2 exit
Note:
The above example exports the reference document to c:\am\dwg.ncd.
Each line of the PC reference document is read until line 04 is found. This
line contains (in #parm2) the name of the file containing the image. The line
preceding "exit" defines the application for displaying the image.
As a result, the PC application defined in the procedure file is accessed and the specified image is displayed.
See the Entire Connection documentation for further information.
When you issue the PRINT command with a specific reference document, the same information as in the "Display Reference Document" screen is printed:
11:46 AM * * * C O N - N E C T 3 * * * 3.Feb.94
Cabinet LS Print Reference Document Thursday
Folder Work File
----------------------------------------------------------------------------
Document Name cable-types
Writer John Smith
Title A short history of fiber-optics
Description Sharks and the Canary Islands
Keywords SHARKS
CABLE
Private use or Security Read 7 Modify 7 Copy 7
Created 3.Feb.1994 11:37 AM by Eshberry,John ESH
Modified 3.Feb.1994 11:45 AM by Long,Sonya LS
Mailed 3.Feb.1994 11:38 AM by Eshberry,John ESH
When you issue the SEND command with a specific reference document, the "Send" screen is displayed. You must enter the addressees and a cover note. Con-nect has already entered the name of the reference document in the "Subject" line. You must issue the CONFIRM command to send the reference document.
When the addressee displays this new mail item in his Inbasket, he first sees the cover note. A message appears telling him that the mail item is a reference document. To actually display the reference document, the addressee must issue the QUIT command.
When the addressee displays the reference document, the first line of the description is overwritten with the name which has been entered in the "Subject" line of the "Send" screen. Thus, if you want to send a reference document, you should always make sure that no important information is entered in the first line of the description.
To list the new reference document in the "Display Reference Documents by Name" screen, the addressee must first FILE the reference document.
When you send a reference document for which you have defined keywords, the keywords are not sent with the reference document. These keywords are intended for your personal use.