Documenting Lotus Approach Applications

Creating Documentation for Lotus Approach Applications

Why should we take time to document our application?

Database applications are often complex.
Database applications often contain valuable information
Database applications require multiple step procedures that we do infrequently.
The person who developed the application may not always be available.
Others may want to share the application.

What questions should your documentation answer?

Where are my files REALLY located?
How did I do that last year?
What is is stored in the database and what are the fields called?
What is this application supposed to do?
Where are my backup files?
Who can I contact to get help when things go wrong?
What does someone new to my job need to know about this?

Documentation made EASY

Let the features built into Lotus Approach help you summarize your application.

Select / FILE / Approach File Properties / and press PRINT

This will record the full path and name for all the DBF's that comprise your application.
It will allow you to provide a description of the application.
The screen will also list all the views (tabs), macros and variable fields.

Select / CREATE / Join / and press PRINT

You will see a diagram showing all the files that are joined together to form the structure of your database.
Most of the field names will be displayed.
The key fields that are used to join the files are connected by lines.

Select / CREATE / Field Definition / select the DBF and press PRINT

When you press PRINT the entire list of fields for the selected DBF will be printed.
All calculated fields including the formulas you used to create them will be printed.
Be sure to select all the databases used in the application by changing the selected database.

Select / VIEW / Design / uncheck Show data

You will see the data entry form with field named instead of data
PRESS the PrintScreen key.
Open Wordpad and paste the image into a blank document.
Print the document.
This will give you an indication of what fields are placed where in the form.
Repeat for all the forms in the application.

Select / VIEW / Browse

Select / FILE / PRINT / check current record.
This will print a single data entry page for one record.

This set of printed documents can be placed in a notebook along with sample reports AND a diskette containing a backup copy of the application. These materials can form the core of your documentation and provide a way to rebuild your application if (when) disaster strikes.

Documentation made FUN

What you you need:

Lotus ScreenCam Software

If you have installed Approach than you already have a license.
If you didn't install it contact Microcomputer Services (656-3067) and ask for the Smartsuite CD or for directions for installing it over the network.

A microphone, or better still, a noise canceling headset

Headsets can be ordered from the University Store for about $20.00 the Labtec C-324 is a nice one.
The headset can be used to do voice recognition text input into Lotus WordPro and Lotus 123! (We all talk to our software but now it can listen).

A script or outline to list what you want to do or just wing it.

Start your Approach application (or any other process you want to record)

Start the ScreenCam application and press record.

Perform the operations and narrate the process.

Be clear, slow and relaxed...You can record it as many times as you wish.
Keep the video short. One megabyte of disk space is needed for each minute of sound and video.
Keep it specific. It is probably better to have a number of short (1-2 minute) clips named to match what they are explaining than a single 20 minute video that you will have to watch all the way through to get to the part you need.

Safe the video file in a good location with a good name.

The purpose is to make it easy to find so create a documentation folder with separate folders within for every application you document.
Use a mane that matches the name of the Approach application file. (APR)

What things should you document?

Create a brief overall tour of how to use the application.

Explain in detail things that you may do infrequently.

Demonstrate processes that affect the entire database that you don't want to do incorrectly.

Global deletes of groups of records.
Filling the same data into multiple records.
Importing/exporting data into/out of the database.
Changing the structure (joins) of the database.

Keep it fun. You don't have to always act seriously to take your work seriously. It is much more important to have these videos available to remind yourself and assist others than to have them be flawless from a performance standpoint.