Maintain Database

Purpose of Program

Use this program to view or directly edit data file records.

CAUTION: be extremely careful when using this program.  It generally is used as a support tool to repair data records.  Whenever possible, you should use the actual programs themselves to work with data, because the programs properly update related files, whereas Maintain Database does not.

General Program Operation

Maintain Database is located on the main Windows menu.  Click on File, then Maintain Database.

Select the file you want to view or edit from the Files Available window.  See File Names for a listing of files by module.  You can also limit the fields to be included by checking the Choose Fields to Display box

Once a file is selected, you can control the order that they are listed by selecting any of the indexes in the Sort By window.  As you click on the different indexes you will see the display order change.

The fields in the file are displayed from left to right.  Most files have far more fields than can be displayed on one screen, so use the scroll bars on the top and bottom of the main display window to view different portions of the file.

As you scroll through the records, the current record is marked by an arrow in the narrow column to the left of the main display window.

In the lower left portion of the screen are several icons that help you edit the data records.  The four arrow buttons advance to the first record, the prior record, the next record, and the last record respectively.  You must click the Edit checkbox on the upper right before editing of records will be allowed.

Once you are on a record, you can delete it by clicking on the "minus sign" (delete record) button.  If you do so, you will be asked to confirm if you want to delete the record.

Once you move to any fields and make changes to them, you can click on the "check-mark" (post edit) button and your changes will be saved.  If you make changes and then decide not to save them, click on the "X" (cancel edit) button and the original data will be restored.

If you make changes to a record and then move to another record, your changes will automatically be saved without having to click on the "check-mark" (post edit) button.

Another useful tool in finding records is the Fast Search field.  As you type any search value into the field the program will find the first record that matches the search value within the current index that is highlighted in the Indexes for Selected File window.  Be aware that the search is case-sensitive.

To add a new record, go to the last record in the file and use your down arrow to move to a blank record.  Enter the data and save it in the same manner as when you edit a record.

Password Security

The use of Maintain Database should be confined to system administrators and is not something that would be run by the average user.  Access to this program can be controlled via PS-A  System Users/Passwords by denying access to TA-D Maintain Database.  If a user does not have that menu access they will not have access to the program from the File menu drop down either.