Creating User-Defined Files

Use the File Definition Maintenance screen to create and integrate new database files with the standard system.

You can create the following:

A user-defined data file that is independent of any other standard file.

For example, if you are a music buff and want to catalog your collection of recordings, you can create a MUSIC.CATALOG file.

A user-defined data file that is subsidiary to a standard file. Use this type of file to append new fields of data to a database file without affecting the integrity of the original file. You can create one subsidiary file for a parent file.

For example, if your company wants to record additional information about each customer, such as the owner’s favorite sport, you can create a user-defined file that is subsidiary to the Customer file.

A user-defined data file that acts as a synonym for another file. For example, the Entity file contains records for six types of entities, including customers and vendors. The Customer and Vendor files are synonyms for the Entity file. Use the synonyms to display just the customer or vendor types of records. The system displays records quicker when you use synonymous files.

To create a user-defined file:

From the System > System Files menu, select File Definition Maintenance to display the File Definition Maintenance screen.

Note: If prompted, log on to the character-based system.

You can also display this screen by selecting File Definition Maintenance from the Tools menu.

In the File Name field, enter the name of the user-defined file.

Note: An exclamation point (!) cannot be the first character of a file name. We recommend appending a unique prefix such as UD to all user-defined file names to clearly distinguish them from standard file names. For example, name a user-defined mail file

The system prompts you to confirm that it is a new file name.

Press Enter to create the file.

The system populates the Physical, Parent, and Dictionary File fields with the same name.

In the Description field, identify the contents or purpose of the file. For example, you might type Subsidiary to the Customer file.
Change the values in the Physical, Parent, and Dictionary File fields to designate the type of file you are creating as follows:

If the new file is to be...	Then...
a stand-alone file	leave the Physical, Parent, and Dictionary File names the same as the file name.
subsidiary to an parent file	leave the Physical File name the same as the File Name, but change the Parent File and the Dictionary File names to that of the parent file.
a synonym for an parent file	change the Physical File, Parent File, and the Dictionary File names to that of the parent file.

Note: Use the Dict hot key to display the Dictionary Maintenance screen, where you can view or create dictionary items for this file.

In the Type field, press F10 and select the type of file you are creating.
Set the maintenance logging parameters for this file.
Set the file definition parameters for this file.
To make this file branch-specific, use the Branch Specific hot key. At the prompt, enter the attribute number where the branches to which the file applies are stored. The attribute number must be a numeric positive integer.

When a file definition is branch-specific, this hot key highlights.

When all entries are complete, press Esc to create the file and exit the screen.

Note: To delete the displayed file, use the Delete hot key. The system prompts you to confirm the deletion.

To view additional details about a file:

From the System > System Files menu, select File Definition Maintenance to display the File Definition Maintenance screen.

Note: If prompted, log on to the character-based system.

You can also display this screen by selecting File Definition Maintenance from the Tools menu.

In the File Name field, enter the name of the user-defined file or press F10 and select the file from the displayed list.
Use the File Info hot key to display the File Information screen, which contains information such as the size, type, and last modified time of both the data file and the dictionary associated with the file.
Press Esc to return to the File Definition Maintenance screen.