Table of Contents

This MS Access based application is a very simple but powerful document managment system. It helps you organize all your documents, folders, books, CDs, diskettes, tools, ...

As an example, say you live in a city City1 with street address Address1, and you work in another city City2, Address2: You would create two 'folders', City1 Address1 (home) and City2 Address2 (work). At home you have different rooms, so you would create a 'folder' for each room. In each room you have various drawers, shelfs and so forth. In some of the drawers you have folders with documents. You can even enter items from the table of contents as 'child-items' of the document. For any new item you enter, the system creates a unique document ID of the format 'Dxxxxxx'. The x's represent numbers from 000001 to 999999. As you enter a new item, you would write this newly created document ID on the corresponding document or stick a label with the corresponding ID on the folder.

You can easily get a list of all the documents you have entered. But the greatest advantage of Datagen's Document Management system is, to by able to search for a certain document. Depending on how smart you desribe a document, you will find any document by entering just a few letters of the description. And of course, you can also ask the system, where to place back the document or folder.

Note: You can download and install this program, but you will need in addition an activation key for each PC on which you install the program. A serial number is generated the first time you run the program. This serial number must be sent to the vendor in order to generate the corresponding activation key. If you qualify for a license, you will receive the corresponding activation key in minutes or in most cases not later than 48 hours.

1. Download one of the following files into a temporary directory:
   'DGDocMgmt_fv.exe' (only for Access 97) or
   'DGDocMgmt_rt.exe' (for other Access version or if you do not have Access at all)
2. Start your PC with Administrator rights.
3. Uninstall any older version before installing the new full version:
   START à Settings à Control Panel à Add/Remove Programs
   (Uninstall is not needed for upgrades).
4. With the windows explorer, open the temporary directory and double-click the downloaded file.
5. Follow the instructions on the screen (error messages concerning the files URLMON.DLL and WININET.DLL can be ignored).
6. Now start the application
   START à Programs à Datagen à DGDocMgmt.
   Note: The best screen resolution for this application is 1024 x 768 Pixel or higher.
7. At the first run of the program, you will see the serial number described above. Write it down carefully (or copy it) and send it (by fax, e-mail (not for credit card information), telefone, letter) together with your registration information to the vendor of the program (see Program Registration Form).
8. When you receive the activation key, run the program again, enter the activation key and click OK.

Summary: Download à Install à send Serial Number à wait for Activation Key à enter Activation Key à Use it.

Note: The information you enter of the places where you store your documents and folders is stored in a database table and is visualized on your screen like a tree, similar to the folders and files of a directory in the windows explorer. When you run the program for the fist time, this tree consists of only one node wich you cannot further expand. You need to add some items, in order to build up the tree (see Add, Edit, Remove, Move Items).

After you have entered some documents you have two possibilities to expand or collapse and move around in the tree:

1. With the mouse pointer double click on the text of a node or click on the plus sign of a node. If the node contains other nodes (children) the node opens up to the next level of nodes.
2. Click on a node to highlight its text and then press the cursor direction keys: Up, Down, Left or Right. Depending on what direction key you press and depending on if the node has children, the tree opens up to the next level of nodes or collapses to the next higher level, or moves up and down.

As you navigate through the tree from node to node, the corresponding document ID is displayed in the leftmost green colored combobox on the top of the form.

1. Enter the description or title of the document in the field next to the label 'New Item'
2. Open the tree as far as the folder becomes visible where you want to enter the new item
3. If the item should become a child of the selected node, click on 'Add New Child', otherwise click on 'Add Item'
4. From the combobox labeled 'Type' select an image for the newly created node
5. If appropriate, write the Document ID, displayed in the combobox labeled 'Search DocID', onto the document

1. Open the tree as far as to make the node (of which you want to change the text) visible
2. Click once on the text of the node
3. Click a second time on the text of the node à the edit mode is invoked
4. Change the text and press enter or click on another node

Note: The usual short cut keys ctrl+c , ctrl+v for Copy and Paste do not work in this edit mode (for unknown reason). But you have the possibility to select these commands from the context sensitive menu which appears when you click the right mouse button.

1. Open the tree as far as to make the node (of which you want to change the text) visible
2. Click once on the node
3. Double-click on the combobox labeled 'Search DocID' and enter the new DocID.

Note: The new DocID must be unique. If it isn't the DocID cannot be changed.

1. Open the tree as far as to make the node (which you want to delete) visible
2. Click on the node in question
3. Click on the 'Remove Item' button
4. Confirm the deletion with 'yes' or 'no'.

Note: This procedure not only deletes the actually highlighted node but also deletes all children nodes! If you say 'Yes', you will not be able to recover the deleted items.

1. Open the tree as far as to make the node (of which you want to move) visible
2. Click on the node in question
3. Click on the 'MoveFrom' button
4. Open the tree as far as to make the node (which is going to become the parent node) visible
5. Click on the node to become highlighted
6. Click on the 'MoveTo' button à The node and all its children are moved to the new location

1. Click the 'Reload Tree' button

There are 3 possibilities to search for a document or folder:

1. Navigate through the tree until you find the searched document
2. If you know the Document ID (DocID) of the document, simply select it from the combobox labeled 'Search DocID'
3. Perform a free text search as follows ...

1. If you have entered some data recently, click the 'Re-Index' button.
2. Enter the first few characters of any key word you remember into the gray field below the label 'Search text'
3. If a keyword exists which contains the entered characters, they are listed in the gray area below the label 'Select keyword'. The list becomes smaller and smaller the more characters you enter in the 'Search text' field.
4. As soon as the keyword list becomes small enough, click on one of the keywords
5. All the documents containing the selected keyword are now listed in the gray area below the label 'Select DocID'.
6. Select one of the document IDs in the list labeled 'Select DocID' and watch how the tree opens as far as to make the selected document visible. Select another document ID if this is not the one you are looking for.
   

Note: Before you can search for items you just entered into the DG Document Management system you must press the 'Re-Index' button. Depending on the number of nodes and the length of the text it will take only a few seconds or minutes. Special characters like (.,;:?/+_[](){}#@""=~\<>*%&'$!§) are ignored during the indexing process, therefore, you can not enter them as search text.

 

Button Report : Press this button to get a preview of the complete list ot the documents. From the report menu select Print... to get a printout of the list.

Button Export : This button produces a CSV-file named 'DGDocMgmt.csv' in your current application directory (the directory where the program file 'DGDocMgmt.mdb' is located).

The program DG Document Management is divided into two parts, the program file 'DGDocMgmt.mdb' and the data file 'DGDocMgmt_d.mdb'. In order to keep different versions or different states of the document management process you can make copies of just the data file.

1. Close the DGDocMgmt program
2. Open the directory where you installed the program and look for the file 'DGDocMgmt_d.mdb'
3. Copy the file and rename the copy to somthing like 'DGDocMgmt_d_01.mdb'

1. Close the DGDocMgmt program
2. Open the directory where you installed the program and look for the file 'DGDocMgmt_d.mdb'
3. Rename the actual file to something like 'DGDocMgmt_d_tmp.mdb'
4. Copy any earlier version into the same directory and rename it to the original file name 'DGDocMgmt_d.mdb'.

As soon as new version of the program comes out you will have the option to make a new installation with a full version or perform an upgrade. The upgrade usually consists only of the program file 'DGDocMgmt.mdb' and, if not indicated otherwise, will not harm the data file. Major version changes, although, might require an export of the data from an older version into a newer version. It is always a good practice to make a backup of the data and other files of the installation directory before installing a newer version.

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