Advanced Topics

What is Replace?

The 'Replace' function helps you to replace the entire or the part of the field's content with a new value. Use this function with caution. It will check all currently displayed records. Make sure you selected the desired set of records using a filter. The replace process cannot be undone.

This function is useful for users who want to make global changes on the selected field in the entire database. How much time does it take to change one field in a small database of 1000 records? The replace function needs only several seconds to accomplish this task. If the replace process is done manually it can take thousands of times longer, and also there is a chance of introducing some typing errors.

Where is the Replace function?

The Replace function can be accessed from the Search/Find option on the main menu, and in the speed bar (Standard Section - Replace button).

How to use the Replace function?

Use filter function to select only desired records.

When in the 'Replace' dialog box:

• Select the Field To Be Replaced.
• Select the Replace All Fields : select this option if you want to replace all occurances of the search criteria in your database. All fields will be checked and replaced.
• Select the Replace/Insert Mode:
  • Replace Entire Field Contents: select this mode if you would like to replace the entire content of the selected field with the Replace With string.
  • Replace Substring Only: select this mode if you would like to replace the part of the selected field. It will search for the text specified in the Substring To Replace edit box. Each found text will be replaced with a new value
  • Auto-Increment: select this mode if you would like to number your records. Enter the initial value in the Start From edit box. The number that will replace the content of the selected field is incremented by one and starts from the value entered in the Start From edit box.
  • Auto-Decrement: select this mode if you would like to number your records. Enter the initial value in the Start From edit box. The number that will replace the content of the selected field is decremented by one and starts from the value entered in the Start From edit box.
  • Insert In Front: select this mode if you would like to insert the text in front of the selected field content. Insert If Found option: only records with Insert If Found text will be modified. If Insert If Found edit box is empty all currently displayed records will be modified.
  • Append To The End: select this mode if you would like to append the text to the end of the selected field content. Append If Found option: only records with Append If Found text will be modified. If Append If Found edit box is empty all currently displayed records will be modified.
  • Remove File Path: it can be userful for External Graphic Fields (for example, when the graphic files are moved to a different directory) (read below).
  • Replace One Field With Another Field : select this mode if you want to replace content of one field with the content of another field.
• Enter the initial value in the Start From edit box. The number that will replace the content of the selected field is decremented by one and starts from the value entered in the Start From edit box.
• Enter Substring To Replace: this edit box is displayed when the Replace Substring Only mode is selected. Specify the text to search for that will be replaced with a new value.
• Select Start Replacing From: select scope for the search/replace function:
  • Current Record: search/replace process will start from the record displayed in the detail window.
  • First Record: search/replace process will start from the first record.
• Enter Replace With text: Specify the text that will replace the whole content or the substring according to the selected options.
• Enter Insert In Front or Append To The End text: Specify the text that will be added in front or at the end of the field content according to the selected options.
• Press the Replace button to activate search/replace function.

Note: The program does not prompt you before replacing. When the function is activated it automatically goes through all currently displayed records and replaces the specified content of the field.

Remove File Path Mode

This option is useful for External Graphic Fields. The External Graphic field stores the whole path to the image. If you move your graphics to a different directory the External Graphic field content will be invalid. It will not point to the image file. In order to keep the content of the External Graphic fields valid do the following:

• Open Options and click on the Graphics Tab.
• In the Graphic Files Directory select the new directory where your images are stored (all your images have to be moved to this directory).
• Close Options window.
• Select Replace from the Search menu.
• In the Field To Be Replace select your external graphic field.
• Select Remove File Path mode.
• In the Start Replace From select First Record.
• Click Replace.

The path is removed from the image file name. When the program displays the image it looks for the image in the Graphic Files Directory (Options/ Graphic Page / Graphic Files Directory).

Find Duplicates

This function allows you to display and/or delete duplicate records based on a selected data field. For example, if you have a database of Web pages you can easily find and eliminate records with the same Web page address.

After you click on Duplicates button a Duplicate Records window is displayed. In this window you have to select a Duplication Field from the list of data fields. Then, you have 2 options:

• If you want to only view the duplicate records click on Display Duplicate Records button. If you want to display all records afterwards right click on the small Filter Button at the top of the left panel (which says Normal Filter) and select All Records.
• If you want to eliminate the duplicate records click on Delete Duplicate Records - Keep First Record button. This function will delete all duplicates (the first record will be kept). WARNING: This operation cannot be undone.

Note: There is Warn If Duplicate Record option. You can set this option in the Options window (Options / User Interface Page / Miscellaneous Options). It warns if a newly added record is a duplicate. This option works only when a Primary (or Primary and Secondary) Sort Field is selected. It doesn't work if Entry Order is selected. A record is considered a duplicate if another record with the same values of Sort Fields exists in the database.

Reminders

Reminders window allows you to View, Edit, Add, and Delete reminders. All Reminders listbox displays all your reminders sorted by date. When you start Organizer Deluxe it will check all reminders - if there are any active reminders which are in the warning period (Warning Date is <= Current Date <= Reminder Date) Active Reminders window will be displayed automatically. Each reminder is associated with a database record which was selected at the time the reminder was created.

• To add a reminder click on Add Reminder button (Add/Edit Reminder).
• To edit a reminder select a reminder from the list and click on Edit Reminder button.
• To delete a reminder select a reminder from the list and click on Delete Reminder button.

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