How To Create a DB/TextWorks Menu Screen

by Jonathan Jacobsen Thursday, November 15, 2018 10:36 AM

For some reason, DB/TextWorks menu screens are a little used feature. We often meet clients with many databases, but without a convenient way of seeing and accessing them all at a glance. Adding a menu screen to DB/TextWorks is quick and easy to do, but makes using your databases so much easier.

The screenshot above shows the menu screen from our Andornot Library Kit, with links to each of the many databases it includes. The one below shows one from one of our clients' systems.

What is a Menu Screen?

Like a Query Screen or Report Form in a DB/TextWorks database, a Menu Screen is a screen layout you create using the WYSIWYG designer in DB/TextWorks. You would usually add to it links to each of your databases, for searching or data entry. You might also add your organization's name or logo, contact or support info for anyone who might be using the system, a brief description of each database, etc.

Having links to all your databases on a single screen saves time and helps new users find their way around your collection of databases without having to hunt for them in folders on disk. It also allows you to specify, in each link to a database, which query screen and reports to load for that database. 

One way to create menu screens is to have different menu screens for different kinds of users. For example, in an archives or museum that relies on volunteers to help with data entry, you could have a menu screen for volunteers that only lists the Accessions database, and pre-loads a simpler query screen and data entry form designed specifically for volunteers. A more extensive menu could provide the archivist or curator with links to all databases, pre-loading the more sophisticated query and edit screens for their use.

Unlike a Query Screen or Report Form, the menu screen isn't stored in any one database, but rather as a separate file on disk (with a .tbm or .cbm extension). You would usually store it in the same folder as all your database files.

How do I create a Menu Screen?

  1. Open DB/TextWorks but don't open a database.
  2. Select Menu Screens > Design from the main menu.
  3. Choose "Create a New Menu Screen File."
  4. Browse to the folder where your databases are stored to save the menu screen in the same location, and give it a name.
  5. In the WYSIWYG Menu Screen Designer, you may now add links to textbases, your organization's name or logo, and other information. Use the examples above for ideas, or come up with your own design.
  6. To add links to textbases, choose Edit > Add > Textbase box.
  7. In the Textbase Properties Dialogue, select the textbase to link to, then on the Initial Elements tab, pre-select the query screen and forms to use by default. Note that these override the default screens and forms set in the textbase, and that in either case, users may still change to other screens and forms once they are in the database.
  8. On the Initial Action tab, be sure to select which window to open. For example, if your link is one such as "Search the Database", select a Query Window. If your link is "Add a New Record", select Edit New Record as the window to open.
  9. Save your new menu screen when your design is complete.
  10. If you ever create more than one menu screen, you can even add links from one to another on each of them.

How do I use a Menu Screen?

  1. On each PC that has DB/TextWorks, open DB/TextWorks but don't open a database.
  2. Select Menu Screens > Select from the main menu.
  3. Choose "Use the Menu Screen in a File", then browse to and select the Menu Screen file (ending with .tbm or .cbm) that you created earlier, usually stored in the same folder as your databases.
  4. Close and re-start DB/TextWorks and your menu screen will now automatically load, ready for use.

See this blog post from earlier this week about two other helpful but little used features of DB/TextWorks: Sets and Record Skeletons.

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