Any database contains records which are surrogates (representations) of the actual items in some collection. To make the system standardized and workable, all the records have to have the same format, or structure. In other words, they need to have the same fields, in the same order, etc. this means that you have to create the structure before you actually start making the records for each item. The 3 major steps in creating a database using DB/TextWorks are to (1) decide what fields you want the records to have and what you want to put in the fields, (2) create the structure with the software, and (3) create the actual records.
A) Decide what fields you want.
Example: for a database of your dolls, what would you probably want to store?
B) Decide which fields need a controlled vocabulary and which do not. Some may not need a controlled vocabulary but will need rules for proper entry.
(The doll collection example will be used throughout this page.)
C) Decide on name of file and where you will store it (C:\.... or A:\...)
(See also Data structures in DB/Textworks for background information.)
A) Define a new TextBase
Type in the filename and be sure it's set to the right drive, folders, etc.
B) Edit Fields
This is where you create fields and values - the data structure.
1. Type in the field name for the first field. Click to Add. It will appear both there and in the box below which lists all the field names you've made so far.
2. In the Now Showing box, Type & Indexing should be highlighted.
3. Define the field type (automatic number for id, text for doll's name, etc.).
4. Make it either Term indexed or Word indexed (more about this later - Word indexed means you'll be able to search under any word in the field; Term indexed means you'll have to search on the whole term - so if the doll's name is Chatty Cathy, if the field is term indexed you won't be able to search on just Cathy).
5. Click on Change to make the preceding steps part of the database structure.
6. If there is to be a controlled vocabulary, change the Now Showing highlight to Validation.
7. Under Content validation, highlight Use Validation List.
8. Click on Edit Validation list.
9. Enter the terms to go in the validation list (male and female, or yes and no, or colors, or whatever). Hit carriage return after each term to add it to the validation list. Click on okay when you're done.
10. Return to the Edit Fields screen and create a new field by typing it into the Field Name box.
11. Click to Add.
12. Now Showing box should highlight Type & Indexing.
13. Define field type.
14. Set to be Term Indexed or Word Indexed.
15. Add validation list if necessary.
16. Return to Edit Fields screen and add additional fields till you're done.
17. Click on Close when you're done.
You will then get an Edit New Record screen. This is when you put in the actual records that are surrogates for each doll. Up till now you have been creating the structure for your database; now you're going to create the records.
1. Look at the first doll for which you want to create a record and fill in the fields. Notice what happens if you try to enter a value that your validation list doesn't allow. (You're told it's not in the validation list and given an opportunity to browse the list and select the correct term.)
2. Be sure you save each record before going on to the next one.
3. Pull down New Record from Records to create the next one.
You can now search the database to retrieve all the records containing a particular value for a specified field (i.e., all the male dolls, or all the ones from Australia, etc.)
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