VA FILEMAN
ADVANCED USER MANUAL
Version 22.0
March 1999
RevisedNovember 2009
Department of Veterans Affairs
Office of Information and Technology (OI&T)
Office of Enterprise Development (OED)
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Preface
Preface
The VA FileMan Advanced User Manual is designed to provide you, the VISTA user, with "how to" information on the functions of VA FileMan, VISTA's database management system.
This manual shows how to use features of VA FileMan that are likely to be used by ADPACs (ADP Application Coordinators), IRM staff, and other technical users.
The following major features of VA FileMan are introduced along with a description on how to use them:
Advanced editing techniques.
Importing and exporting data.
Computed expressions and VA FileMan functions.
Defining files and fields.
Data security.
Archiving data.
System Management for VA FileMan.
The VA FileMan User Manual is comprised of two separate HTML (Hypertext Markup Language) documents:
The VA FileMan Advanced User Manual (this manual) describes features that are more likely to be used by ADPACs (ADP Application Coordinators), IRM staff, and other technical users.
Also available in Hypertext Markup Language (HTML) format.
The VA FileMan Getting Started Manual shows how to use VA FileMan features that are likely to be used by allVISTA users.
Available in both Adobe Acrobat Portable Document Format (PDF) and Hypertext Markup Language (HTML) format.
Manuals in HTML
Why produce an HTML (Hypertext Markup Language) edition of the VA FileMan User Manual?
The HTML versions of the VA FileMan manuals are useful as online documentation support as you use VA FileMan. HTML manuals allow you to instantly jump (link) to specific topics or references online.
The VA FileMan HTML manuals are "living" documents that are continuously updated with the most current VA FileMan information (unlike paper or printed documentation). They are updated based on new versions, patches, or enhancements to VA FileMan.
Presenting manuals in an HTML format on a web server also gives new opportunities, such as accessing embedded multimedia training material (e.g., movies) directly in the manuals themselves.
Providing manuals in a native online format (HTML) also helps introduce HTML and web servers to the VISTA user community as documentation platforms for VHA.
As more user workstations become network-capable, access to information in these HTML manuals is increased by making them available over the VA network.
1
Document Revision History
Revision History
Document Revision History
The following table displays the revision history for this document. Revisions to the documentation are based on continuous dialog with Security & Other Common Services Technical Writers and evolving industry standards and styles.
Date / Description / Author11/2009 / Updates to the Edit File option documentation, located in the File Utilities chapter as follows:
- Caption titled "Using the Edit File Option in Screen Mode"correctedto include the FILE SCREEN field.
- Included follow-on instructions in a bullet labeled "Enter a File Screen" for editing the FILE SCREEN field in Screen Mode.
4/2009 / FileMan patch DI*22*157 will do the following:
- Delete the existing function: SETDATA, because it is a security risk.
- Add a new function: DUPLICATED to be used on any cross-referenced field to find all duplicates.
- BETWEEN is a mathematical Boolean VA FileMan function that determines if a number is within the limits defined by a before and after numeric value. This function also works for dates. As of Patch DI*22*157, it has been added to the DATE/TIME category of functions.
1/2008 / Correction to the documentation in the Creating files and fields section. Update pertaining to, if you are going to have carets ("^") in a Free Text field, it is advisable to create the field on a node by itself. You should create the field as usual, but when FM asks for the ^-PIECE POSITION, reply with E1:<maximum length>. / Gary Beuschel, lead developer, Susan Strack, technical writer, and Jack Schram, project manager; all fromOakland OIFO.
12/2007 / Patch DI*22*152: In the Modify File Attributes option when creating or editing a WORD-PROCESSING Field in Screen Mode, the following new prompt has been added to the existing pop-up window:
SHALL "|" CHARACTERS IN THIS TEXT BE TREATED LIKE ANY OTHER CHARACTERS? Yes// / Susan Strack and Skip Ormsby, both from Oakland OIFO. Project Manager, Jack Schram, Oakland OIFO.
8/2007 / Corrected the following VA FileMan Functions, adding two spaces between the date and time:
- MID
- NOON
- NOW
NOW => AUG 23,1991 11:23
When it should look like:
NOW => AUG 23,1991 11:23 / Skip Ormsby, lead developer, Susan Strack, technical writer, and Jack Schram, project manager; all fromOakland OIFO.
6/2006 / Update documentation to make current with online format of the same manual at:
/ Susan Strack, technical writer, Jack Schram, project manager; all fromOakland OIFO.
12/2004 / Updated documentation in compliance with new conventions for displaying TEST data. See Orientation section for details. / Susan Strack, Oakland OIFO
03/1999 / Version 22.0 release. / Tami Winn, San Francisco ISF; Michael Ogi, San Francisco ISF;Thom Blom, San Francisco ISF
Table i: Documentation revision history
Patch History
For the current patch history related to this software, please refer to the Patch Module (i.e., Patch User Menu [A1AE USER]) on FORUM.
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Table of Contents
Table of Contents
Orientation...... Orientation-1
Introduction...... Introduction-1
What is VA FileMan?...... Introduction-1
Part I:Tools......
Chapter 1:Import and Export Tools......
What Applications Can You Exchange Data With?......
How Data is Moved Between Applications......
Dependency on Correct Data Communication......
Data Formats......
Delimited Data Format......
Fixed-Length Data Format......
How to Export Data......
1.Make Sure a FOREIGN FORMAT File Entry is Available......
2.Select Fields for Export Option......
3.Create Export Template Option......
4.Choose Entries/Export Data......
Special Considerations: Exporting Numbers......
Special Considerations: Multiples......
About EXPORT Templates......
How to Import Data......
1.Generate ASCII Source File......
2.Specify Data Format, Source File, and Destination File......
3.Match Source to Destination Fields......
4.Run the Import......
Special Considerations: Multiples......
Importing from VMS Files......
Foreign Formats......
FOREIGN FORMAT File Attributes Reference......
Print Format Documentation Option......
Define Foreign File Format Option......
Chapter 2:Relational Navigation......
Simple Extended Pointer......
Simple Extended Pointer Syntax (Short form)......
Simple Extended Pointer Syntax (Long Form)......
Examples......
How to Navigate With a Variable Pointer Field......
Relational Jumps Across Files......
Backward Extended Pointer......
Join Extended Pointer......
Limitations......
Example......
Multiline Return Values......
WORD-PROCESSING Field......
Multiples......
Backward Pointer......
Chapter 3:Advanced Edit Techniques......
Field Value Stuffing......
Set Field Default (2 //)......
Stuff/Delete Field Value (3///)......
Unvalidated Stuffs: (4////)......
Variable Stuffs......
WORD-PROCESSING Field Stuffing......
Looping (^LOOP)......
INPUT Templates......
Overview......
Branching Within INPUT Templates......
Edit Qualifiers......
Forcing Special Prompts......
Duplicating Input Values......
Forcing Required Input......
Text Formatting in Word Processing Fields......
Word Wrapping......
Tabs......
Formatting Text with Word Processing Windows (Frames) | |......
Text Formatting Expressions in Word Processing Windows......
Chapter 4:Computed Expressions......
Syntax......
Elements of Computed Expressions......
Operators in Computed Expressions......
DATA TYPEs in Computed Expressions......
Using Functions as Elements in Computed Expressions......
Where to Use......
Using Computed Expressions in COMPUTED Fields......
Where to Use Computed Expressions "On the Fly"......
Chapter 5:VA FileMan Functions......
How to Use VA FileMan Functions......
Documentation Conventions for VA FileMan Functions......
VA FileMan Functions......
Date/Time Functions......
Environmental Functions......
File and File Data Functions......
Mathematical Functions......
Printing Related Functions......
String Functions......
Temporary Data Storage Functions......
M-Related Functions......
Chapter 6:Statistics......
How to Generate Statistics from Reports......
Descriptive Statistics......
Scattergram......
Histogram......
Chapter 7:System Management......
Setup......
^DINIT......
Security......
Standalone VA FileMan......
Device Handling for Stand-alone VA FileMan......
NEW PERSON File for Stand-alone VA FileMan......
^%ZOSF Nodes......
Manually Setting ^%ZOSF Nodes......
Alternate Editors......
Setting Up Alternate Editors......
COMPILED ROUTINE File......
COMPILED ROUTINE File Cleanup: ENRLS^DIOZ( )......
Part II:File Management......
Chapter 8:List File Attributes......
List File Attributes Option......
Brief Data Dictionary......
Condensed Data Dictionary......
Standard and Modified Standard Data Dictionaries......
Custom-Tailored Data Dictionary......
Templates Only Format......
Global Map......
Indexes and Cross-References Only......
Keys Only......
Map Pointer Relations Option......
Check/Fix DD Structure Option......
Chapter 9:Creating Files and Fields......
Creating a File......
Creating Fields......
Field DATA TYPEs......
Screen Mode Field Editing......
DATE/TIME DATA TYPE......
NUMERIC DATA TYPE......
SET OF CODES DATA TYPE......
FREE TEXT DATA TYPE......
WORD-PROCESSING DATA TYPE......
COMPUTED DATA TYPE......
POINTER TO A FILE DATA TYPE......
VARIABLE-POINTER DATA TYPE......
MUMPS DATA TYPE......
Multiple-Valued Field (Multiples)......
Making a Field Mandatory......
Field Number Sequences......
NUMBER (.001) Field......
Changing and Deleting Fields......
Changing Field Attributes......
Changing a Field's DATA TYPE......
Deleting an Existing Field......
Examples of File and Field Creation......
File Creation......
DATE/TIME Field......
SET OF CODES Field......
FREE TEXT Field......
WORD-PROCESSING Field......
COMPUTED Field......
POINTER TO A FILE Field......
VARIABLE-POINTER Field......
Creating a Multiple......
Chapter 10:File Utilities......
Verify Fields......
Cross-Reference a Field or File......
Types of Traditional Cross-references......
Edit a Traditional Cross-reference......
Create a Traditional Cross-reference......
Delete a Traditional Cross-reference......
New-Style Cross-references......
Edit a New-Style Cross-reference......
Create a New-Style Cross-reference......
Delete a New-Style Cross-reference......
Identifier......
Re-Index File......
INPUT Transform (Syntax)......
Edit File......
OUTPUT Transform......
Template Edit......
Uneditable Data......
Mandatory/Required Field Check......
Key Definition......
Create a Key......
Edit a Key......
Delete a Key......
Verify a Key......
Part III:Security......
Chapter 11:Auditing......
Auditing a Data Field......
Setting a Data Field Audit......
Turning Data Field Audit On/Off......
Reviewing the Data Field Audit Trail......
Tracking Data Field Audits......
Purging a Data Field Audit Trail......
Auditing a Data Dictionary......
Setting Up a Data Dictionary Audit......
Reviewing the Data Dictionary Audit Trail......
Tracking Audited Data Dictionaries......
Purging a Data Dictionary Audit Trail......
Chapter 12:Data Security......
Security at the File Level......
Access Code Security on Files......
File Access Security (Formerly Part 3 of Kernel)......
Protection for Fields in a File......
Protection for Templates......
Part IV:Archiving......
Chapter 13:Transferring File Entries......
Transfer File Entries Option......
Transferring Data Within the Same File......
Transferring Entries Between Files......
Transferring Entries into a New File......
Compare/Merge File Entries Option......
Comparing Entries......
Merging Entries......
Chapter 14:Extract Tool......
Extract Overview......
Important Items to Note......
Source File......
Destination File......
Mapping Information......
ARCHIVAL ACTIVITY File......
Extract Steps......
Select Entries to Extract Option (1 of 9)......
Add/Delete Selected Entries Option (2 of 9)......
Print Selected Entries Option (3 of 9)......
Modify Destination File Option (4 of 9)......
Create Extract Template Option (5 of 9)......
Update Destination File Option (6 of 9)......
Purge Extracted Entries Option (7 of 9)......
Cancel Extract Selection Option (8 of 9)......
Validate Extract Template Option (9 of 9)......
Chapter 15:Filegrams......
FILEGRAM-type Templates......
Filegram and Archiving Relationship......
Using Filegrams......
Filegram Steps......
Create/Edit Filegram Template Option......
Display Filegram Template Option......
Specifiers Option......
Generate Filegram Option......
Receiving Filegrams with MailMan......
View Filegram Option......
Install/Verify Filegram Option......
Deleting a Filegram......
Chapter 16:Archiving......
Considerations Before Archiving......
Archiving Process, including Archiving Options (1-9)......
Select Entries to Archive......
Add/Delete Selected Entries......
Print Selected Entries......
Create Filegram Archiving Template......
Write Entries to Temporary Storage......
Move Archived Data to Permanent Storage......
Purge Stored Entries......
Cancel Archival Selection......
Find Archived Entries......
ARCHIVAL ACTIVITY File......
Glossary...... Glossary-1
Index...... Index-1
March 1999VA FileMan V. 22.0 Advanced User Manual1
Revised November 2009
Figures and Tables
Figures
Figure 1: Example of a Record Delimited by a Comma
Figure 2: Example of a File with Records Delimited by a Comma
Figure 3: Example of a Record Where the Delimiter Between Quotes will be Ignored
Figure 4: Example of a Fixed-Length Record
Figure 5: Example of a File with Fixed-Length Records
Figure 6: Data Export Options
Figure 7: Creating the SELECTED EXPORTED FIELDS Template
Figure 8: Creating the EXPORT Template
Figure 9: Identifying the FOREIGN FORMAT and EXPORT Template
Figure 10: Entering DATA TYPEs in an EXPORT Template
Figure 11: Searching for Entries to be Exported
Figure 12: Choosing a Device to Send Exported Data
Figure 13: Example of Exported Data
Figure 14: Example of Data Flattening When Exporting Data from Multiples
Figure 15: Example of a File Structure
Figure 16: Data Import Option
Figure 17: Example of a Completed Import Form
Figure 18: Example of Fields Selected for Import
Figure 19: Exiting the Template Form and Performing the Import
Figure 20: Example of an Import Results Report
Figure 21: Example of Fields Selected for Import to a Multiple
Figure 22: Example of Data Not Flattened When Importing Data to a Multiple
Figure 23: Verifying the Maximum Record Length on a VMS System
Figure 24: Using VA FileMan Functions When Exporting Data
Figure 25: Print Format Documentation Option
Figure 26: Listing FOREIGN FORMAT File Entries Using Print Format Documentation Option
Figure 27: Define Foreign File Format Option
Figure 28: Choosing the Define Foreign Format Option
Figure 29: Selecting an Existing FOREIGN FORMAT File Entry
Figure 30: Viewing the Contents of a FOREIGN FORMAT File Entry
Figure 31: Creating a New FOREIGN FORMAT File Entry
Figure 32: ScreenMan Form for Editing Foreign Formats
Figure 33: Second Page of a Multiple's with a "Pop-up" Window Opened
Figure 34: Example Illustrating Relational Navigation
Figure 35: Example of a Simple Extended Pointer
Figure 36: Example of a Relational Query
Figure 37: Example of the Short Form Extended Pointer Syntax
Figure 38: Entering Print Specifications and Including Fields in Pointed-to Files
Figure 39: Example of Output that Includes Fields from Pointed-to Files
Figure 40: Using Relational Jumps with the Enter or Edit File Entries Option
Figure 41: Example Illustrating a File with Pointers to Another File
Figure 42: Example Using a Backward Extended Pointer
Figure 43: Example of the Output Produced after Using a Backward Extended Pointer
Figure 44: Using a Value from One File to do a Lookup in a Second File
Figure 45: Example of Matching Entries in Two Files Using the SORT BY Field
Figure 46: Example of Using a WORD-PROCESSING Field in an Extended Pointer Expression
Figure 47: Example of Using the Simple Pointer Syntax to Get Data from a Multiple
Figure 48: Example Using a Cross-referenced Backward Pointer to Yield a Multiline Response—Stored in an INPUT Template
Figure 49: Example Using an INPUT Template with a Cross-referenced Backward Pointer to Yield a Multiline Response
Figure 50: Setting a Default Value for a Field
Figure 51: "Stuffing" a Value into a Field in the Database
Figure 52: Deleting a Value from a Field in the Database
Figure 53: Warning Message when Deleting a Value from a Field in the Database
Figure 54: "Stuffing" Default Value into a Field in the Database—Bypassing INPUT Transform
Figure 55: Example of "Stuffing" a Variable Default Value into a Field in the Database
Figure 56: Appending Text on to a WORD-PROCESSING Field Value
Figure 57: Example of "Looping" Through Entries in a File
Figure 58: Example of Loading Data into a Newly Created Field for Select Records
Figure 59: Example of Deleting Data from a Newly Created Field for Select Records
Figure 60: Storing a List of Edit Fields in an INPUT Template
Figure 61: Creating a Special INPUT Template
Figure 62: Defining INPUT Template to Branch to Different Field Based on Another Field's Value (1)
Figure 63: Defining INPUT Template to Branch to Different Field Based on Another Field's Value (2)
Figure 64: Example Verifying Automatic Branching to Other Fields Based on User's Entry (1)
Figure 65: Example Verifying Automatic Branching to Other Fields Based on a User's Entry (2)
Figure 66: Example Using the Title Edit Qualifier
Figure 67: Example Using the Duplicate Edit Qualifier
Figure 68: Example Using the Required Edit Qualifier
Figure 69:Example Using the Print File Entries Option to Identify a Caption
Figure 70: Defining a Field as a COMPUTED DATA TYPE
Figure 71: Entering the Computed Expression into a COMPUTED Field
Figure 72: Example of Dialogue Encountered w/a COMPUTED Field w/Expected Numeric Result (1)
Figure 73: Example of Dialogue Encountered w/a COMPUTED Field w/Expected Numeric Result (2)
Figure 74: Example of Dialogue Encountered w/a COMPUTED Field w/Expected Numeric Result (3)
Figure 75: Dialogue Encountered When Defining a COMPUTED Field
Figure 76: Entering a Computed Expression at a PRINT FIELD Prompt
Figure 77: Entering a Computed Expression at a SORT BY Prompt
Figure 78: "Stuffing" a Value in a Field via a Computed Expression
Figure 79: Entering a Computed Expression in an OUTPUT Transform
Figure 80: Entering a Computed Expression in an OUTPUT Transform Attached to a Field
Figure 81: Example of the Result of an OUTPUT Transform with a Computed Expression
Figure 82: A |Window| with a Computed Expression
Figure 83: Example of the Result of a |Window| with a Computed Expression
Figure 84: Initial Print Dialogue with Descriptive Statistics