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System Wide Features

This section is an introduction to the features, facilities and processes that are available throughout the system.

The system has been designed and built to a set of standards that ensure consistency in the appearance and use of such areas as:

• System Structure
  • Menus
• Form Layout, Structure and Design
  • Blocks
  • Records
  • Context (Parent) Record
  • Spread Tables
  • Overflow Areas
• Field Types
  • Mandatory Fields
  • Optional Fields
  • Formatted Fields
  • Rich Text Fields
  • Check Boxes
  • Selecting Fields
  • Character Sets
• Lists of Values and Their Use
  • System Defined Values
  • Institution Defined Values
  • Mapping
  • Selecting From a List of Values
• Notes
• Interpretation of 'greyed out' Areas of Forms
• Information Lines
  • Message Line
  • Status Line
• Navigation Methods and Standard Functions
• Toolbar Layout and Content
  • Exit Form
  • Save
  • Save and Proceed
  • Print
  • Query
  • Cancel Query
  • Query Lamp
  • New Record
  • Clear Record
  • Clear All
  • Previous Record
  • Next Record
  • Edit
  • List of Values
  • Help
• Function Key and Key Sequences
• Menu bar Layout and content
  • Windows Menu
  • Action Menu
  • Edit Menu
  • Query Menu
  • Go Menu
  • Zoom Menu
  • Window Menu Items
  • Help Menu
• Form Buttons
• Moving Between Fields
• Moving Between Blocks
• Moving Between Forms
  • Opening Multiple Forms
• Modes of Access and Data Management
  • Query Process
  • Modifying Data
  • Modifying Text with the Editor
  • Inserting Data
  • Data Validation
  • Deleting Data
  • Closing Records
• Correspondence Facility
• Reporting Facilities
• Copying Facilities
  • Copying Data Into Other Applications
  • Copying Records
• Printing - Screen Dumps
• Audit Trails
• Helpful Hints

Learning to understand and use these key areas of functionality is the most important step in being able to get the most from the System. Armed with this knowledge, you will be able to make the System work for you.

NOTE: For understanding on obscure icons, images and buttons that may only be used occasionally within forms or jobs, see System Icons (OVW06).

System Structure

The System is designed around a modular structure. At the highest level the System is broken down into Subsystems representing broad business functions such as Enrolments and user facilities such as Correspondence. This is illustrated under the System Diagram section.

Within each Subsystem the modular design continues, with individual forms being used to perform low level business operations. For instance, within the Course Structure and Planning Subsystem there are separate forms to perform operations such as:

• Maintaining lists of Course Awards.
• Recording the school or faculty responsible for teaching a course.
• Defining Course Offering Patterns.
• Recording the relationships between Units and Courses.

The modular approach is continued in areas not obvious to users, such as data validation.

Menus

System menus permit the selection of, and navigation between, parts of the system. The menu structure is determined by an institution, and set up by a Callista security administrator. Individual users may see different menu structures depending on the menu items granted to their Person ID (in SECF0062) and/or Security Role (in SECF0063).

Form

Forms are the mechanism by which you access the functionality of the System. They are what you see on the screen and are defined by Oracle as 'a group of related blocks'. They are used to manage the flow of data into and out of the System and to control much of the activity within the System. Pictured below (fig. 1.12) is a typical SIS form with its major components labelled.

fig. 1.12 - Typical SIS form. (ovw09)

Blocks

Blocks are parts of a form usually identified by being contained within separate boxes as shown in the previous picture (fig. 1.12). A form may contain one or more blocks. In most cases, a form is divided into blocks to show that data, while related, is not part of the same record. A block can only contain data from one database table. A block may also contain other items such as buttons. This is further explained below.

Records

The data contained within a block generally represents all or part of a record. A record is an item of information about an individual thing such as a specific course. Technically, a record is one row of a database table. Some blocks are designed to display more than one record at a time.

fig. 1.13 - A Form Containing Single Record Blocks. (crsf1210)

In this form, all the displayed data is part of one record.

fig. 1.14 - A Form With a Multiple Record Block. (crsf1500)

In this form, the Course Offering Pattern block contains multiple records. At the bottom of the form is a boxed area devoted to cross credit point information. Such areas are known as overflow areas. Note that the overflow area contains data only for the record selected (shaded) in the Course Offering Pattern block.

Context (Parent) Record

Context Within a Form

In some cases, information may be made up of a set of similar data. For example, a single course may be offered both on and off campus. In this case a single record could not define the two different modes of course delivery. Two records are necessary, one defining the on campus mode and one defining the off campus mode. Rather than repeat all the common information about the course, the data is split so that the common course information is a single record called the context record (or parent record) and the delivery modes are two separate but related records called children records. This is illustrated in fig. 1.14. The detail in the Course Offering Instance block is the context record for which all the available Course Offering Patterns are displayed. The detail on each line in the Course Offering Pattern block is a related child record.

Context Between Forms

Besides being represented within a form, context records may in some cases transfer between forms. In the example above (fig. 1.14) the Course Version in the Course Offering Instance context record was initially located (queried) in the Maintain Basic Course Details form (fig. 1.13). This record was then carried forward when the Course Offering button was selected.

Spread Tables

Spread tables are a special method for the display of data. They permit records which are too large to be easily displayed on a single line to be viewed by incorporating a scrollable spreadsheet (a table of data) into the form. The Spread table displays additional data for all the records currently on the screen. The two pictures below illustrate the use of a Spread table. Scroll bars at the bottom of the spreadsheet permit additional data to be viewed. Fig. 1.15 shows the Spread table in the Maintain Calendar Types form scrolled to its extreme left. Fig. 1.16 shows the same Spread table scrolled to its extreme right. Note: when editing data in Spread tables you need to use Tab key and Shift-Tab rather than the scroll bar to navigate.

fig. 1.15 - Spread table [Left] (ovw19)

fig. 1.16 - Spread table [Right] (ovw20)

Overflow Areas

Overflow areas are another method used to display data where a record is too long to fit onto a single line. In this case an overflow area at the bottom of the screen contains the additional data for a selected (highlighted) record. The major difference between Spread tables and overflow areas is that a Spread table displays data for more than one record while an overflow area displays data for one record at a time. The use of an overflow area is illustrated in the form pictured below (fig. 1.17).

fig. 1.17 - Overflow Area (crsf1500)

The boxed area at the bottom of the form containing the Maximum Cross Credit Points information is additional data from the selected Course Offering Pattern record. Selecting a different Course Offering Pattern will cause the Maximum Cross Credit Points information for that record to be displayed.

Field Types

Various different types of fields are used within the system. Each different Field Type is used for a specific purpose, either to assist and guide data entry or to accommodate specific data options such as yes/no type data. The different types of fields are discussed below along with the data entry options associated with them. Further information regarding the entry of data is contained in the section of this chapter titled 'Inserting Data'.

Mandatory Fields

Some fields are described as Mandatory for the entry of data. These fields are identified by an 'N' in the Optional check box of the Field Help form for the field. You must enter a valid value in a Mandatory field otherwise you will be unable to navigate to another field or to update the record.

Optional Fields

Optional fields are those for which the entry of data is not compulsory. They are identified by a 'Y' in the Optional check box of the Field Help form for the field. Records may be updated without any data being entered in an optional field.

Formatted Fields

Formatted fields are those which will only accept data which is entered in a specific format. All fields have some formatting associated with them whilst some are very prescriptive in the way data must be entered. For example, a number field will only allow the entry of numbers, a date field will only permit the entry of dates.

Some fields have very specific formatting which limits the entry of data to a set of values. For example, a number field may be formatted to accept only numbers of the form 99.999. This means that only values falling between 0.001 and 99.999 may be entered. (fig. 1.18)

fig. 1.18 - Typical field format message. (ovw21)

Other fields have very specific ranges for the data which may be entered. Fig. 1.19

fig. 1.19 - Typical field range message. (ovw22)

Field formats are displayed in the Field Help form for each field. This specifies the type and length of field. An easier option for determining the format of a field is to enter data in a field; if the format is incorrect a message such as those shown above will display on the screen specifying the correct format.

Rich Text Fields

Rich Text fields are used to add formatted text and graphics (i.e. 'rich text') which are intended to be included in published content, such as academic transcripts and statements.

If the maximum field length or character-count of a Rich Text field is exceeded, then a warning message is displayed so that the end user can reduce the number of characters. If the end user ignores the warning message and saves the content without making any changes, then the content is automatically truncated (by character and by byte) such that excess characters and part-encoded multi-byte characters are automatically removed. This may result in incomplete corresponding HTML entities and/or tags. (For more information about multi-byte characters, see Character Sets, below.)

Check

Check box fields are used for data with only two possible values. The value to be entered can usually be determined by a YES or NO answer to a question about the data. For example, in the case of closed check boxes, the answer to the question "is this record closed?" could be answered "yes" (in which case the check box is selected) or "no" (in which case the check box is deselected).

fig. 1.20 - Check boxes (ovw23)

Selecting Fields

Throughout the manual you will see the term 'select'. When this term is applied to fields, for example "select field x", it simply means to place the insertion point (usually a flashing vertical line) in the field. This is achieved by:

• Tabbing between fields until the desired field is selected.
• Using the arrow keys on the keyboard to move between fields, or
• Using the mouse to position the cursor over the desired field and clicking once.

In the case of check boxes, selecting a check box results in an 'x' being displayed, i.e. a value is placed in the field (normally meaning "yes").

Deselecting most fields can be achieved by selecting another field. In the case of check boxes, deselecting means to click on a check box containing an 'x' thus removing the 'x'. The resulting empty check box usually means 'no'.

Character Sets

A character set is a defined list of characters where each character is represented by an encoding (that is, a character is translated into a numeric byte sequence). Two examples of character encoding are ASCII (single-byte) and UTF-8 (multi-byte). A single-byte character set uses one byte for each character, for example the letter 'J' is represented by one byte. A multi-byte character set includes characters that consist of one or more bytes, for example, an 'â' is represented by two bytes. (Note: A single character can be between one and four bytes.)

From Release 18.0 the preferred character set of Callista Software Services (as recommended by the Oracle Corporation) is the Unicode character set of AL32UTF8 which contains multi-byte characters. (Previously the preferred choice was a single-byte character set.) Clients can choose to stay with their current character set, or implement AL32UTF8 or another character set supported by Oracle. However, please note that the use of multi-byte characters in Callista SMS is designed for and partially supported (for UTF-8 character sets) in the following areas only:

• user-defined fields of Proposals,
• Communication Templates and Items (specifically, 'Email Body Content', 'Template Content' and 'E-mail Subject' only), and
• Thesis.

Note: Functionality that uses these areas is also supported.

When choosing a character set, administrators need to consider that different character sets may store the same characters(i.e. character string) in different byte lengths at the storage level, for example, the length of the name 'scött' with the character set WE8MSWIN1252 is five bytes but with AL32UTF8 (which contains multi-byte characters) it is six bytes. Entering this name in a field that is five bytes in length that has not been designed to cater for multi-byte characters will result in a system error.
There are some areas of Callista, in particular, where it is recommended that you avoid using multi-byte characters:

• Government statistics files
• Statement of Account Extracts
• HEIMS - CHESSN requests

For more information (for example, regarding encryptic fields), refer to the 'Character Sets' technical documentation for the latest Release.

In addition, there are a number of characters that should not be included in data as their use could result in the retrieval of extra records or the omission of records during queries. Some of these characters are used during searches, during arithmetical calculations or may be used differently by different users.

List

Throughout the system, you will see some fields which have an arrow next to them as shown below in fig. 1.21.

fig. 1.21 - List of values field (ovw24)

The arrow indicates that a 'list of values' (LOV) exists for this field. A list of values contains all of the valid values for data which may be entered in the field. The 'list of values' is maintained elsewhere in the system, either by users or as system-defined data. Lists of values may contain not only the particular piece of data to be entered in the field but also other information to assist in the selection of the correct data value.

System-Defined Values

A system-defined value is a database field in which all of the possible values are written into the system by programmers. The system uses these values to control functionality within the system. Users are unable to add, modify or delete any of these values. System-defined values are usually identified by having 'system' as part of their field name. For example, a system-defined Status field may have a value ACTIVE. The system will recognise that this value has some associated functionality.

Institution-Defined Values

An institution-defined value is a database field in which the data values are determined by the institution owning the database. This term applies particularly to those data elements which will later be used in the definition of other data. For example, an institution-defined Status field may contain the value CURRENT. This value may then be used to define other data and

Mapping

It is possible for many institution-defined values to be mapped to one system-defined value. It is important to understand exactly what functionality this

Selecting From a List of Values

A list of values is invoked (activated) by selecting (clicking on) the arrow beside the field in which data is being entered. (An identical arrow in the Tool Bar could also be used) A drop down list is displayed. For example, selecting the arrow to the right of the Course Status field in fig. 1.21 causes the list of values in fig. 1.22 to be displayed. This list contains all the possible valid values for the field. Long lists of values will have scroll bars at the side, enabling you to scroll through the list until the required value is located.

fig. 1.22 - List of Values (ovw25)

In some cases, where a list of values is especially long, it is possible to reduce the number of displayed values in the list by performing a query on the list using your knowledge of the expected value you are seeking. For example, in fig. 1.22, we could enter A% (% is a wild card) in the Find box, select the Find button and all values fitting the search criteria (i.e. beginning with A) will be displayed. In this case only ACTIVE would be displayed.

To select a value from a list of values either:

• Double click on the required value, or
• Select the required value and select the OK button.

The list of values will close and the chosen value will be displayed in the form.

Hint: You can speed the selection of data from a LOV if you know how the data starts. Rather than selecting the LOV button, you can enter the first one or first few characters of the data value in the field and hit Tab. If the characters you entered are unique to one data value, that value will be inserted in the field. If the characters are not unique, the LOV will display only those values beginning with the characters you entered.

Notes

The ability to add notes to data has been included throughout the System.

Notes facility is provided in many Subsystems. These notes are usually attached to functionality associated with a specific business function. They permit the recording and display of information in TEXT format.

Notes relating to a Student's Enrolment belong to two Note Type Groups:

• Person Notes relate to the student and are recorded in ENRF3070.
• Enrolment Notes are specific to a student's course, unit set or unit attempt. These are recorded in ENRF3080, ENRF3081 and ENRF3082, respectively.

The use of the Notes facility is described in detail in the chapter for each Subsystem in which the facility is available.

Interpretation of 'greyed out' Areas of Forms

You will often come across forms in which menus, fields and buttons are 'greyed out', that is, they appear as a fainter, lighter grey. Greyed out parts of a form indicate that use of that part of the form is unavailable to you at that time. In the case of menus, this usually means that you do not have the necessary security permissions to access the part of the System indicated by the menu option. In the case of fields, use may be restricted because the field is not accessible in the mode in which you are operating or because of a restriction on access to data. In the case of navigation buttons, it means that this navigation option is not available. Fig. 1.17 contains a number of fields which are 'greyed', including Title and Course Status. In this case the fields are unable to be updated within the form. Fig. 1.27 shows 'greyed' menu items CUT and COPY in the EDIT menu, signifying that the cut and copy options are not currently available.

Information Lines

At the bottom of each System form are two information lines (fig. 1.23). These are:

• The Message Line which may contain both Oracle Forms and SIS messages, and
• The Status Line which indicates the status of the System operation at that time.

fig. 1.23 - Information lines (ovw26)

Message Line

The message line may display Oracle Forms messages, such as instruction, error and warning messages for standard Oracle operations. For instance, if you try to scroll to the next record when all the records related to the current query have been displayed, Oracle Forms displays the message, "FRM-40352: Last record of query retrieved". In fig 1.23, the message line is providing instructions for using the current mode (in this case Query mode).

Status Line

The Status Line may contain the following check boxes which provide information about the current operation you are performing:

In fig. 1.23, the Status Line is indicating that the session is in Query mode. The Count check box is *0 indicating that no records have been retrieved as yet.

Navigation Methods and Standard Functions

Navigation is the term used to describe how you negotiate your way around the System. Throughout this manual the expression "navigate to a particular form, block or field" is used. This assumes that you understand the navigation options available to you. These navigation options are described below.

Standard functions are the usual functions associated with most Systems such as saving data and printing. The standard functions included in the System are described below.

Tool Bar Layout and Content

fig. 1.24 - Standard Forms Tool Bar (ovw16)

The picture above is of the standard System Tool Bar. This will appear above most forms in the System. The individual Tool Bar items are described below. Many System operations can be performed from the Tool Bar. Tool Bar operations are selected by a single mouse click on the required Tool Bar item. Note that most of the Tool Bar functions may also be performed by the Menu Bar or Function Keys.  Report and Job parameter forms use a different tool bar. Refer to All About Standard Reports.

Exit Form

Closes the current form and returns to previous form or menu.

Save

Saves or commits current record to the database.

Save and Proceed

Saves current record to database but also puts block in New Record mode ready for insertion of new record.

Print

Prints the current form and displayed record(s) to selected printer.

Query

Selecting once places the form into Query mode and permits any query criteria to be entered. Selecting a second time executes the query.

Cancel Query

Cancels the current query prior to executing it. Returns to Enter/Edit mode.

Query Lamp

Indicates that the form is in Query mode.

New Record

Places the block in Insert mode ready for the inserting of a new record.

Delete Record

Removes the current record from the database. Note that the record is not deleted until the transaction is saved.

Clear Record

Clears the current record from the form without deleting it from the database.

Clear All

Clears all field information from the form. If a field is modified and the 'Clear All' button selected, a pop-up screen will ask 'Do you want to save the changes you have made'. Selection is 'Yes' - 'No' or 'Cancel'. If 'Yes' is selected, the modified field is saved and all fields cleared. If 'No' is selected, the modified field is not saved and all fields cleared.

Previous Record

Moves the cursor to the previous record within the current set of records in the block. Next Record.

Next Record

Moves the cursor to the next record in the current set of records in the block. If there are no more records in the set, moves to the first blank record.

Edit

Displays a separate window for editing the current field. Useful where the full length of the field is not displayed on the form.

List of Values

Displays the list of allowable values which may be inserted in the current field. It has the same function as the LOV button adjacent to the field.

Help

Displays the Field help form for the current field. Buttons that take the user to an on-line user manual are contained in Field Help form.

Function Keys and Key Sequences

Some System operations can be performed using a sequence of keyboard strokes. Users will find that for some operations under certain conditions a keyboard sequence may be quicker and easier than menu selection or Tool Bar selection. The available key sequences are described in the following section headed Menu Bar. A list of key sequences is also displayed when the Keyboard Help option is selected from the Help menu on the menu bar.

Menu Bar Layout and Content

fig. 1.25 - Standard Menu Bar (ovw17)

The picture above is of the standard SIS menu bar as it looks on machines using Windows 95 or NT4. This will appear above most forms in the System. The individual menu bar items and their drop down menus are described below. Most System operations may be performed from the menu bar. Menu items are selected by clicking on the required menu bar item and then clicking on the required item in the drop down menu which is displayed. Note that many of the menu bar functions may also be performed by the Tool Bar icons or Function Keys.

Report and Job parameter forms use a different menu and tool bar. Refer to All About Standard Reports.

In the following sections, the menu items and their drop down menus are discussed in detail. Where there is an alternative Tool Bar icon or key sequence for the same function, this is shown.

Windows Menu

Windows menu (ovw44)

The Windows menu is not used for any specific functionality within this System.

Action Menu

fig. 1.26 - Action menu. (ovw10)

Action Menu Items
Item	Tool Bar	KeySequence	Description
Save		F10	Saves or commits current record to the database.
Save and Proceed			Saves current record to database but also puts block in New Record mode ready for insertion of new record.
Print		Shift + F8	Prints the current form and displayed record(s) to selected printer.
Change Password			Displays a window in which the user can change their password.
Close		Ctrl + q	Closes the current form and returns to the previous form or menu.
Exit Forms			Returns user to menu.

Edit Menu

fig. 1.27 - Edit menu. (ovw11)

Edit Menu Items
Item	Tool Bar	Key Sequence	Description
Cut		Ctrl + x	Deletes the highlighted data from the database. The data is temporarily saved to your computer's 'clipboard' and may be pasted into another field.
Copy		Ctrl + c	Copies the highlighted data. The data is temporarily saved to your computer's 'clipboard' and may be pasted into another field.
Paste		Ctrl + v	Pastes the contents of your computer's clipboard into a selected field. The clipboard contents may be sourced from outside SIS if required.
Clear Field		Ctrl + u	Clears current field without deleting the record. Is used when the record has not been saved and it is necessary to remove an erroneous value from the field.
Duplicate Field Above		F3	Copies and pastes corresponding field value from previous record into the current field of the current record. (i.e. the highlighted record)
List of Values (LOV)		F9	Displays the list of allowable values which may be inserted in the current field. It has the same function as the LOV button adjacent to the field.
Edit Field		Ctrl + e	Displays a separate window for editing the current field. Useful where the full length of the field is not displayed on the form.
New Record		F6	Places the block in Insert mode ready for the inserting of a new record.
Delete Record		Shift + F6	Removes the current record from the database.
Clear Record		Shift + F4	Clears the current record from the form without deleting it from the database.
Duplicate Record Above		F4	Copies and pastes entire previous record into current record, when in Insert mode. The record may then be edited as necessary.
Clear Block		Shift + F5	Clears all displayed records from current block, without deleting them from the database.
Clear Form		Shift + F7	Clears all displayed records from current form, without deleting them from the database.

Query Menu

fig. 1.28 - Query menu. (ovw12)

Query Menu Items
Item	Tool Bar	Key Sequence	Description
Enter		F7	Places the form into Query mode.
Run		F8	Executes the query specified in enter query.
Cancel		Esc	Takes form out of Query mode and places it in Insert mode.
Show Last Criteria			Displays the last query executed.
Count Matching Records		Shift + F2	Displays the number of records that will be retrieved should the currently entered query be executed. Use to check that a query will not return an unmanageable number of records.
Get More Records			Displays next set of records in retrieved set where it is not possible to display all retrieved records concurrently.

Go Menu

fig. 1.29 - Go menu. (ovw13)

Go Menu Items
Item	Tool Bar	Key Sequence	Description
Next Field		Tab	Moves the cursor to the next field in which data can be entered.
Previous Field		Shift + Tab	Moves the cursor back to the previous field in which data can be entered.
Next Record		Down Arrow or Page Down	Moves the cursor to the next record in the current set of records in the block. If there are no more records in the set, moves to the first blank record.
Previous Record		Up Arrow or Ctrl + p or Page Up	Moves the cursor to the previous record within the current set of records in the block.
First Record			Moves the cursor to the first record in the current set of records in the block.
Last Record			Moves the cursor to the last record in the current set of records in the block.
Next Block		Ctrl + Page Down	Moves the cursor to the first field of the first record in the next block of the current form.
Previous Block		Ctrl + Page Up	Moves the cursor to the first field of the associated record in the previous block of the current form.

Zoom Menu

Zoom menu (ovw45)

Zoom Menu Items
Item	Tool Bar	Key Sequence	Description
			The upper list in this menu is maintained by the System Administrator and permits direct navigation to each of the forms listed.
			The lower list in this menu contains the forms you have specified in your 'Favourites menu'.

Window Menu Items

fig. 1.30 - Window menu. (ovw14)

Help Menu

fig. 1.31 - Help menu. (ovw15)

Help Menu Items
Item	Tool Bar	Key Sequence	Description
Help		F1	Displays the Field help form for the current field. Navigation buttons to on-line user manual are contained in Field Help form.
Keyboard Help		Ctrl + F1	Lists the keystrokes/sequences for common operations.
List of Values		F9	Displays list of allowable values which may be inserted in the current field. It has the same function as the LOV button adjacent to the field.
Display Error		Shift + F1	Displays details of most recent error in status bar.
Audit Details			Displays the user name of the person who last updated any field in the current record as well as the date & time of the change.
About SIS			Displays release, copyright and disclaimer information about the System.

Form Buttons

A number of buttons are contained within forms. These buttons perform the following specific functions.

	Zoom buttons	Are used to promote or demote records to the position of context record in network forms. These forms display the hierarchical relationships between records.
	Navigation buttons	Navigation buttons provide direct access to other forms or menus. The destination is written on the button. The button illustrated would cause the maintain fields of study form to be displayed.
	List of Value buttons (LOV)	Displays the list of allowable values that may be inserted in the current field. It has the same function as the LOV button in the Tool Bar.
	Find Person	Opens the Find Person form (ADMF1211) where queries can be performed on a broad range of fields to retrieve a person known to the System.
	Add Person	Opens the Add Person form (ADMF1213) where new people can be added to the System. For example: staff members, contractors.
	History	Displays a history of changes for the associated field.
	Person Image	Opens the Person Image form (ENRF3510) and displays a recorded image of the person.

Moving Between Fields (Within Blocks)

There are a number of ways to move between fields in which data can be entered. You will already know that a flashing insertion point in a field means that the field is selected.

To move the insertion point to another field you can:

• Use the keyboard Tab key to advance to the next field within a block
• Use the key sequence Shift + Tab to move back one field within a block
• Use the mouse to click in the new field

Moving Between Blocks

To move the insertion point to another block one of the following methods can be used:

• Ctrl + Page Down moves the cursor to the first field of the first record in the next block of the current form.
• Ctrl + Page Up moves the cursor to the first field of the associated record in the previous block of the current form.
• Use the mouse to click in the desired field in the new block.

Moving Between Forms

The methods for moving between forms are:

• Selecting Close from the Action menu, or clicking on the Exit Tool Bar button, closes the current form and returns to the previous form or menu.
• Selecting a button within a form will display the form identified by the label on the button. Some buttons are labelled BACK. These buttons close the current form and return to the previous form.
• Double Clicking on the horizontal bar in the extreme top left hand corner (Windows 3.51, NT3) or the cross in the extreme right hand corner (Windows 95, NT4) of the SIS application window will close the current form and return to the previous form or menu.

Opening Multiple Forms

Opening Multiple Forms Within a Single Session

The ability to open multiple forms within a single session is not currently available. More than one form may be opened concurrently by running multiple sessions.

Opening Multiple Forms By Running Multiple Sessions.

More than one form may be opened on your computer at any given time. This is achieved by starting a new SIS session for each concurrent form you wish to open and toggling between the active sessions in the same way that you toggle between different applications. In the case of PCs this is achieved by the keyboard combination ALT+TAB.

Modes of Access and Data Management

The Oracle Database Management System uses a slightly different approach and terminology to most other Systems in the way the database is accessed. Oracle has two modes of access. These are:

• Normal Mode (data entry mode) allows users to retrieve records from the database and:
• Update records
• Insert new records
• Delete records
• Commit records
• Enter Query Mode allows users to:
• Specify query criteria by example
• Navigate within the current block, but not out of the current block or record

The majority of forms within the System permit users with adequate security permissions to access forms in both modes. In this case the default mode on first opening a form is Normal Mode. Some forms are specially designed to permit use in Enter Query Mode only. In this case Enter Query Mode is their default mode.

Query Process

This is the process which permits retrieval and viewing, on screen, of information stored within the SIS database. The query process operates within blocks. i.e. In a multi-block form a query can be performed only within one of the blocks at a time. A query can be performed which will return a subset of all the possible information accessible from a form, or the full set of records.

Query by Example

To perform a database query within a form:

• Place the form in Query mode.
• Enter any query criteria in the relevant field(s). Query criteria may be entered in more than one field.
• Execute the query.
• If you are unhappy with the results of the query, refine your query criteria and repeat the process.

• Enter Query mode and retrieve the record(s) to be modified following the procedure detailed in 'To perform a database query within a form:'
• Select the particular record to be modified
• Place the cursor in the first field to be modified
• Modify the data in this field either by highlighting the existing data and typing over it, placing the cursor adjacent to specific characters and then deleting and/or replacing them or selecting a new value from a list of values, where available
• Place the cursor in the next field to be modified and perform the previous step again
• Continue with the previous two steps until all fields have been modified as required
• Save

• Place the cursor in the field to be modified using the Text Editor
• Invoke Edit Field from the menu bar, Tool Bar or key sequence. The Editor form will be displayed and will contain any data currently in the field. (fig. 1.32)
• Edit data as required or
• If required, use the Search button to find text within the field to be edited. The Search/Replace form will be displayed. (fig. 1.33) This form may be used to find text within lengthy data and to replace repeated text with alternative text
• Use the Cancel button to return to the editor form
• Click the OK button to return to the database form
• Save

• Logical Deletion
  means that a record is not physically erased from the database, however, it is no longer available in the working set of data. In effect it becomes inoperative. Once logically deleted, it is not possible to return that data to an active state. In most forms where data can be logically deleted, a check box is displayed which allows the option of including logically deleted records in the results of queries
• Physical Deletion
  means that the records are completely erased from the database. They are unable to be recovered in any way other than to restore an earlier backup version of the database

• Select the record to be copied
• Select New Record
• Select Duplicate Record Above
• Make any necessary changes to the new record
• Save