Frequently Asked Questions
This page covers some short technical questions and answers relating to Inmagic software. More complex technical topics are covered in our Maxus Tips pages.
The Report window enables you to see a summary view of all of the records that you have retrieved in a search. To move from record to record, you move up and down the screen. The Display window shows only one record at a time. Typically, you would design a Report form to show a few important fields for each record, and design a Display form to show most (if not all) fields. A TextWorks user can then perform a search, look at all of the search results in a brief format in a Report window, and see full details on specific records by clicking into a Display window.
In the Web Publisher environment, a typical Report form shows brief information on each record retrieved by a search and has an "expand record link" on which users can click to see a more detailed Display for individual records.
How can I change the size of the icons on my toolbars?
AS OF VERSION 6.1:
Simply alter the toolbar button size settings in Tools > Options.
FOR VERSIONS BEFORE 6.1:
TextWorks provides you with two sizes for toolbar icons - large and small. To change their size, use a text editor (for example, Notepad) to open the inmagic.ini file – this file is located in your Windows folder, usually c:\windows or c:\winnt. In this file there is a section headed [Inmagic DB/TextWorks]. Under that heading there is a line that reads either "LargeButtons=0" or "LargeButtons=1". If the digit in this line is a 0, your buttons (icons) are set to be small. If it is a 1, your buttons are large. You can change from large to small by changing from 1 to 0 and vice versa. Once you have made the change, save and close the inmagic.ini file. The next time you open the TextWorks software the size of your icons will have changed. Note that this operation will change the icon size on an individual computer only; you cannot determine the size of the icons on other computers on your network.
See also our tip page that tells you how to select which specific icons you want to have on your toolbars.
Have you had a toolbar completely disappear from one of your windows? If so, here is how to rectify the situation.
Firstly, check that the toolbar is selected to be viewed:
From the Window in which the toolbar has disappeared, select the View drop-down menu and make sure that the Toolbar option is ticked.
If it is ticked, close TextWorks completely then change your registry as follows:
· Click on Start>Run
· Type regedit and press Return (Enter)
· Then navigate, clicking on the the + buttons next to each folder, to Hkey_Current_User>Software>Inmagic>Inmagic/DB/TextWorks.
· Delete the BarState folder and the ToolBars folder.
This should reinstate the lost toolbar. It will also reinstate all your other toolbars back to the default buttons. If you had customised any of your toolbars (added or removed any buttons), this customisation will need to be redone.
How do I use the Refresh (F9) command?
The TextWorks Refresh command is run by clicking on Window > Refresh or using the F9 key on your keyboard. Its most common use is to refresh a search result when you have edited or deleted one or more records. If you run a search and retrieve a set of records, then look at them in a Report window, then open one of the records in an Edit window and alter one of its fields, then close the Edit window, the changes that you made to that record do not appear in the Report window. However, if you hit the F9 key, the changes you have made to the record will immediately be reflected in the Report window.
What is the difference between F7 and F11?
When you are working in a field that contains multiple entries, the F7 key runs the Insert New Entry command whereas the F11 key runs Insert Entry Mark. The distinction between these two commands is as follows: if you place your cursor in the middle of an entry that already exists and then hit F7, the original entry will remain intact and a new entry line will appear underneath it, ready for you to type the next entry. However, if you were to place your cursor at the same point in the middle of an entry and then hit F11, Textworks would split the entry precisely at the spot where your cursor was placed, creating two separate entries out of it. This can be very useful if you have been entering information and have forgotten to use F7. For instance, if you are inputting author names and have typed ...
Hemingway, Ernest Winton, Tim
... all you need to do is place your cursor between "Ernest" and "Winton", hit F11 and watch DB/TextWorks split the two authors' names into two separate entries.
"My function keys don't work!"
If you are a regular user of DB/TextWorks or CS/TextWorks, you are probably very reliant on the function keys on your computer's keyboard. There are a number of function keys that make life easy: F2, F3, F4, F5, F7 and others.
If you have recently moved to an XP computer, you may find that your function keys don't seem to be working any longer. This is not caused by a TextWorks installation problem, it is almost certainly a characteristic of your new Windows XP keyboard. In order to make the function keys work, you may need to press the Function Lock key. On a Microsoft MultiMedia Keyboard 1.0A, which is the kind of keyboard that has been supplied with many Windows XP computers in recent years, the Function Lock key is located near the top right corner of the keyboard, as shown in this image:
The key is labelled F Lock. Press the key once and the function lock light will come on to indicate that the function lock has been applied. This light is labelled F and is located as indicated in this image:
Once you have applied the function lock by pressing the Function Lock key, you should find that the function keys on your keyboard will start working as expected! Note that you may need to press this key every time you boot your computer.
What is a Code Field? What is a UDC Field?
You must assign a field type to each field in your textbase. Most fields in most textbases are of the common types such as Text or Number. You should use the field type called "Code" if you want punctuation and case to be considered when searching and sorting. Select the Type and Indexing tab on the Edit Fields dialog box to specify Code as the field type (choose Maintain>Edit Textbase Structure>Edit Fields to open this dialog).
Unlike most other field types, which treat punctuation as a space and ignore case, a Code field treats case and punctuation as significant for filing purposes (indexing and sorting).
Code fields can be useful when you are working with information in which case and punctuation are important (for example, chemical names, scientific formulas and email addresses). Code fields are also useful for URLs, when using Web Publisher Pro to publish textbases on the web.
A Code field is Term indexed by default, but you cannot specify Special Filing options because DB/TextWorks (or CS/TextWorks) determines the appropriate settings. Spaces sort first, then punctuation. Numbers come before letters and are sorted alphabetically, not numerically (for example, the numbers 1, 2 and 15 would be sorted to appear 1, 15, 2). Upper case letters sort before lower, and case variations are retained in the index. Lowercase characters file immediately after their uppercase equivalents (A, a, B). Leading articles are never ignored.
You can assign a Word index to a Code field. However, only case, not punctuation, is significant in the Word index. Punctuation is retained in the Term index only. Stop words are not ignored when searching a Code field. DB/TextWorks (or CS/TextWorks) sorts Term entries in a Code field in the following ways. Notice that the entire list below is sorted as it would be in a Code field.
||Spaces sort first|
||Punctuation sorts next|
|Numbers come before letters and are sorted alphabetically, not numerically|
|Uppercase letters sort before their lowercase equivalents and case variations are retained in the index|
|Punctuation is retained in the Term index but not in the Word index|
|The Periodic Table of Elements||Leading articles are never ignored|
There is also a related field type called "UDC", designed for use in libraries that use the UDC classification scheme. Like Code fields, UDC fields treat punctuation as significant. For information on how to search Code and UDC fields, see the screen on Searching Code and UDC Fields in the DB/TextWorks or CS/TextWorks online help.
Hidden file extensions/types
This FAQ does not relate to Inmagic software but it does cover an aspect of Windows that sometimes creates difficulties for Inmagic users: hidden file extensions. If you find that your computer does not present you with file extensions for all file types, this is most likely because it is set to hide file extensions for certain file types. Typically, this will result in the following type of display in Windows Explorer:
Fortunately this setting is very easy to change! Simply open Windows Explorer, then click on Tools>Folder Options. Click into the View tab and un-tick "Hide file extensions for known file types".
Once you have made that small change, your Windows Explorer screen will look something like this:
This makes it so much easier to work out which file is the .LOG file, which is the .TBA file, or the .INI file, and so on.
Which version of Web Publisher Pro am I using?
The fastest and easiest way to determine which version of Web Publisher Pro is installed on your web server or intranet server is as follows... Run a search of one of your Web Publisher Pro textbases via your browser. Use the drop down menus in your browser software to click on View>Source. This will open a text file containing all of the HTML coding that your browser uses to translate the textbase records into a meaningful, on-screen format. The very first line of the coding is the one that lets you know precisely which Web Publisher Pro software you are running:
<!-- Created using Inmagic DB/Text WebPublisher PRO version 13.0 -->
Note that this trick works for all versions of WebPublisher – early pre-PRO versions, all versions of DB/Text® Web Publisher Pro and all versions of the Content Server web interface ("CS/WebPublisher PRO"). The commands listed work if your browser is Microsoft® Internet Explorer.
Which version of DB/TextWorks or CS/TextWorks am I using?
If you are using DB/TextWorks version 7.01 or earlier, or DB/TextWorks version 9.00, it is very easy to see which version is running: simply look at the version number in the title bar (the bar that appears at the top of the screen). In the screen shot below, the version is DB/TextWorks 7.01:
However, if you are using DB/TextWorks version 8.00 or CS/TextWorks, the title bar does not show you any version information:
To find out precisely which version you are using, you need to click on Help>About DB/TextWorks (or Help>About CS/TextWorks), which opens the following screen containing a variety of information, including your version details:
Which version of Genie am I using?
As of Genie version 3.0, it is very easy to determine which version you are using. Simply click the "About Genie" link near the top of your Genie taskpad:
A new window will open, containing information about your Genie, including its version number:
Why won't DB/TextWorks or CS/TextWorks let me enter data in a particular field?
If you are using an edit window to enter data into a record (for example, making a new catalogue record) and you are not able to enter data into one of the fields, you may find that your form design is not suited to an edit window. In the screen shot below, the operator has been able to enter information into the first four boxes but cannot enter information into the box with the Publisher label. You can move your cursor into that box but if you try to type, nothing appears and your computer beeps at you.
The reason for this is that the box with the Publisher label actually contains two fields (the Publisher field and the Location field), as the following screen shot from the form designer shows:
While it is perfectly acceptable to have more than one field in a form box if your form is designed for use in report windows or display windows or for printing, it is not possible to have more than one field in a form box if the form is to be used in an edit window. In a case like this, you need use the form designer to amend your form. Remove one of the fields from the form box, save the form, close the form designer, and you will find that you can now add data into that form box.
What causes the message about "The selected form does not have an editable box..."?
When you move into an Edit Window in TextWorks and try to use a particular form, you may encounter this error message:
"The selected form does not have an editable box for every required field"
If you see this error message, the explanation is that the form you are trying to use does not have a box in it for every single mandatory field in your textbase. A mandatory field is one that has been set up with "Field Entry Required" validation.
In such a situation, you can either use a different form that does contain a box for every mandatory field, or use the form designer to add boxes for those mandatory fields that are not yet present in your form.
How to save forms and other elements as Public by default
When you create forms in TextWorks, you can save them either as "Public" forms – in which case they are available to all users across your network – or as "Private" forms – available only to yourself on your own computer. Up to and including version 8, when you saved a form in TextWorks, the software assumed that you wanted to save it as a Private form but offered you the option of saving the form as Public. As of version 9.00, you now have the ability to set your default as Public rather than Private. Given that most people have a networked, multi-user TextWorks licence these days, Public is a more typical preference than Private.
To reset your default from Private to Public, open TextWorks and click on Tools>Options. In the Options dialogue, ensure that you are in the General tab and simply tick the option that reads Save new forms, etc. in Textbase File (Public) by default, as shown:
Now when you save a new form, the Public option will be selected by default, although you can always choose Private if you prefer:
Note that this new setting applies not only to forms but also to other elements (query screens, sets and record skeletons).
Your textbase is in an "inconsistent state"
If you see an error message warning you that your textbase is in an "inconsistent state", it is very likely that your textbase contains some sort of corruption.
To fix the problem, you will need to run Check Textbase and probably Recover Textbase.
Please consult the following tip pages for more information:
When I try to print my search results, only a single record prints
If you have performed a search in TextWorks and retrieved a number of records, then you look at those records and try to send them to the printer, you may find that only one of the records ends up being printed. The explanation for this is almost certainly that you have run the print command from a Display window rather than a Report window. Please refer to the FAQ item above for an explanation of Report windows and Display windows.
If you are in a Display window and wish to move into a Report window, simply click on Display>Display Report. Now, when you run the print command, all of the records in your search set will be sent to the printer.
I can't edit the textbase structure; someone else is using the textbase
Have you ever encountered the following message when you've tried to edit the structure of your textbase?
"Cannot edit structure because someone else is using the textbase. Please try again later."
This message can be generated when another user is already in the textbase whose structure you wish to edit. If you know who that person is, you can ask them to close the textbase. If you don't know who is already in the textbase, and you are using slot files, consult the relevant slot file for details of other users in that textbase. (See our tip on "keeping track of usage" for more information on slot files.)
If you are quite certain that nobody else is using the textbase, could it be that your CS/Importer software is running in the background? If you have CS/Importer installed, and you have an import job set to load data automatically into the textbase whose structure you are trying to edit, you will need to stop CS/Importer. TextWorks actually sees CS/Importer as a user and will not allow you into the textbase structure while CS/Importer is running.
"I have a new computer and I can't print barcode labels any more"
If you have recently moved to a new computer and you suddenly find that you cannot print barcode labels from TextWorks any more, the most probable cause is the lack of a suitable font. It is most likely that a font called "Free 3 of 9" had been installed on your previous computer and that your TextWorks barcode labels have been designed to use the Free 3 of 9 font.
The solution is very straightforward: simply install Free 3 of 9 onto your new computer! You might like to read our tip on barcodes – especially the section headed "Getting label strings out of TextWorks", which tells you how to download the Free 3 of 9 font.