The following information will give you the building blocks you need to work with QuickFill. Take a few minutes to read over it carefully. Mastering these basics will not take long, but we recommend investing a little time at the outset. Doing so will guarantee the ability to use QuickFill with greater ease and efficiency down the road.
As you read this information, "test out" what you're reading in the demo database. By following along with the demo, you'll speed up the learning process considerably. (Don't worry about making mistakes in the demo; that's what it's for. You can't harm a thing; we promise. You can always restore the demo if you need to.)
The main menu
This section will give you an overview of QuickFill's main menu and submenus. We also explain the commands you use to move around the menus.
When you first bring up QuickFill, you'll see across the top of the screen ten headings: 'File', 'Edit', 'Transactions', 'Definitions', 'Updates', 'Reports', 'Accounting', 'Other,' 'Jobs', and 'Help'. These headings, or options, make up QuickFill's "main menu"—and you must select one of them to do any work in QuickFill.
You can move the cursor from heading to heading by using your mouse or by pressing the "Alt" key so that the cursor appears on the 'File' menu option and then using the left- or right-arrow key. (The cursor appears as a blue rectangle. Depending on your workstation's platform, the blue cursor may not appear until you have pressed the "Alt" key and then press either the Up- or Down-Arrow key.) As you do, you'll see submenus appear under the main headings. To select one of these submenu options, move the cursor using your mouse or the up- or down-arrow key until you've positioned it on the item you want. Then either click once on the item or press Enter.
When you select some of the submenu options, you'll see a list of more items from which to choose. For example, when you select 'Marketing' under the main menu heading 'Definitions', you'll see that you can choose from 'Plans', 'Tracking Codes', 'Offers', 'Premiums', 'Lists', 'Packages', or 'Channels'. You choose one of these items in the same way that you select a submenu item; that is, just move the cursor up or down by using your mouse or the arrow keys until the cursor is on the item you want. Then either left click once or press Enter. To exit from this list of items, press Esc. QuickFill will return you to the submenu. Press Esc again, and QuickFill will return you to the main menu.
Accelerator keys
Instead of moving the cursor with the arrow keys, you can select any main menu option more quickly by pressing the "Alt" key, releasing it, and then typing the underlined letter of the option you want. This is referred to as "using accelerator keys." For example, if you want to select 'Definitions' from the main menu, just press and release the "Alt" key and then press "D." Once you have displayed a menu, you need only type the underlined letter to access an item on that menu. If you want to select 'Marketing', the first submenu option under 'Definitions', press "M." Sometimes there is more than one menu option that begins with the same letter. For example, in the 'Definitions' submenu, there are entries for 'Publications' and 'Preferences'. In this case, pressing the "P" key will select each of these entries in turn. Just press the Enter key after you reach the one you want.
What do you do when the screen that is displayed contains a field with the same "key" letter as a main menu item that you want to go to? Let's say, for example, that you are on the 'Lookup' screen and you want to use the keyboard to move to 'Customer Details lookup' screen. In situations like this, pressing the "Alt" key, releasing it, and then pressing the letter that is underlined will bring you to the main menu. To get to a particular field on a screen, you press and hold down the "Alt" key, then press the letter that is underlined. So, to get to the 'Customer Details lookup' screen, you would press "Alt-D."
To take a closer look at each of the menu options, simply click on the item for which you want to see more information.
The Toolbar
QuickFill's toolbar, located under the main menu, provides quick access to some of the more frequently used menu items. Click here for a complete description of the buttons on the toolbar.
Working with screen forms
When you work with QuickFill, you'll spend most of your time filling out forms on the screen. This section explains what you need to know to fill out these forms, including how to get from field to field and how the function keys work. (A field is simply an area on the screen into which you can enter data.)
The parts of the form you can fill in—the fields—are rectangular and have a white background.
In some cases, fields are "protected." That is, you cannot type data into them directly. Instead, you must use the function keys, the right mouse button, or click on the arrow in the far right side of the field for a list of valid choices. If you try to type directly into a "protected" field, QuickFill will display a warning, like the one below, and provide you with a list of the available function keys for that field.
If you use the Tab key or Arrow keys to move to a field that already has an entry in it, it is highlighted with a blue color. Within the highlighted field, a blinking cursor tells you where the next character you type will appear. You can correct any mistakes you make by pressing "Backspace" to erase the previous character. You can also use your mouse to click and drag the cursor so that the entry in the field becomes highlighted and then type the correct entry or press "Delete" to erase the entry.
Note: arrow keys
The up- and down-arrow keys move the cursor to the next or previous field respectively as long as you are not in a field with radio buttons, a multiline edit field (such as the comment field), a right justified field (such as the price, tax, and shipping fields on order screens), or a list field (such as the customer list in lookup). When in a field with radio buttons or a list, the up- and down-arrow keys can be used to move within that field; to move to the next field use the Tab and Shift-Tab keys.
The cursor usually appears as a blinking line. If you are in a field that already contains an entry, QuickFill inserts the characters you type before the letter on which the cursor is sitting. The character on which the cursor is sitting slides over to the right to make room for the new characters. If the contents of the field you are in are highlighted, anything you type replaces whatever is already in the field (provided you are not in a protected field—one for which you must press F2 or right click to select an entry).
Date fields
Date fields have preset separators (usually slashes) in the correct positions (click here for information on date formats). That means that you don't have to type them in. In fact, the cursor automatically skips over them to the space where you should enter the next number.
Issue range fields
Whenever you use issue range fields (such as the 'Expire issue' fields on the 'Promotional labels' report) and do not fill in both fields, QuickFill will only include one issue based on the entry in the field you did fill in. For example, if you enter "___ to 40" or "40 to ___" QuickFill will only include issue 40. In addition, if you enter a zero in one of the fields, that field will be treated as if it were blank. So if you run a report using an issue range of "0 to 40," QuickFill will only include issue 40.
Dollar amount and other numeric fields
QuickFill's dollar fields accommodate amounts up to and including "$999,999.99". Fields containing dollar amounts and other numbers are always left justified. When you start typing into one of these numeric fields, whatever was previously in the field moves to the right. But if you use the left- and right-arrow keys to move the cursor, you can change a specific portion of the number in the field. So if you want to enter a new number in one of these fields, highlight the entry in the field and then just start typing. But if you want to change just one or two digits, move the cursor to the correct position, highlight the digit(s), and enter the new digit(s).
Another point about these fields: You do not need to type the decimal point and cents if you're entering an even dollar amount—5.00 or 50.00, say. Just enter the dollar amount, and use the Tab key to move to the next field. Similarly, when you enter a sales tax rate that has three decimal places, you don't need to enter the decimal point if the rate is a whole number. QuickFill automatically adds the decimal point and zeroes for you. (You do need to enter the decimal point if you're not entering an even amount.)
Moving from field to field
When you've finished entering data in a field, you can move to the next field by clicking on it, pressing the Tab key, or pressing the down-arrow key. To move to the previous field, click on it, hold down the Shift key while you press the Tab key, or press the up-arrow key.
When you are on a screen that contains sections with check boxes or radio buttons, you can use the left- and right-arrow keys (or depending on the position of the fields, the up- and down-arrow keys) to move from check box to check box or button to button. Any time you are on a field that has a check box or button, the field will become framed with dotted lines (see the 'Nonqual paid' field below).
Note: next field
The "next" field is usually the field to the right of the current field or the first field on the line below the current field. However, in some cases, the screen forms are arranged in columns. So as you go from field to field, you move down one column, then back to the top of the next column.
Selecting check box and radio button fields
In order to select a field that contains a check box (see the "paid" fields above), you can either click on it once so that a check mark appears or press the space bar while you are on the field so that a check mark appears in it.
To unselect a field, click on it again.
To select a field that contains a radio button (see the "Summary," "Detailed," "Subscriptions," and "Copies" fields above), you can either click on the field so that the button becomes filled in or use the Tab and arrow keys as described above so that the button becomes filled in.
Whenever you are on a check box or radio button field, a frame with dotted lines will appear around it (see the "Nonqual paid" field above).
Moving from record to record in Lookup
To move from one customer record to the next while in Lookup, press the Ctrl and PgDn keys simultaneously (Ctrl PgDn). To move to the previous customer record, press the Ctrl and PgUp keys simultaneously (Ctrl PgUp). You can also click on the next record and prior record toolbar buttons to perform the same functions. These key combinations and buttons may be used when you are viewing 'Customer details' or 'Subscription and prospect records' in Lookup. They are particularly helpful on the 'Subscription and prospect records' screen because they provide the ability to move from one customer record to another while at the same time viewing the publications to which the customers subscribe.
Moving from definition to definition
The Ctrl PgDn and Ctrl PgUp keys may also be used to move from one definition to another. These keys will work on any definition screen for which you have pressed "Alt-C" or clicked on "Change" to get it. For example, if you went to 'Offers' (under 'Marketing' definitions), moved the cursor to a particular offer, and pressed "Alt-C" or clicked on "Change" to view it, you could then press Ctrl PgDn to display the next offer's definition (the one below it). To display the previous offer's definition (the one above it), you could press Ctrl PgUp.
Moving from screen to screen
When you have multiple screens (transaction screens, definition screens, report screens, etc.) open, you can move between screens by pressing the left- and right- arrow keys while you are holding down the ALT key. You can also select 'Next major tab' and 'Prior major tab' from the 'Edit' menu.
Moving from tab to tab in multiple tab transactions, definitions, updates, and reports
When you are in a transaction, definition, update, or report that contains more than one tab (such as the adjust order transaction), you can move from tab to tab by pressing the left- and right- arrow keys while you are holding down the CTRL key. You can also select 'Next minor tab' and 'Prior minor tab' from the 'Edit' menu.
Finishing the form
When you've finished filling out a form, click on "OK" to save the data that you've just entered. On screens that have only the "OK" and "Cancel" buttons, you can also save your changes by pressing Enter.
If you want to escape from a form without saving your changes, press Esc.
Function keys and mouse button options
The F1 key – the help key
F1 is the help key. You can get help at any time—either when you're at the main menu or when you're filling out a form. If you press F1 when you're at the main menu, QuickFill explains the currently highlighted menu item. If you press F1 when you're working on a form, QuickFill describes each field in the form. In either case, you can use the up- and down-arrow keys and the PgUp, PgDn, Home, and End keys to scroll through the help text. If you press F1 a second time, Windows help appears. (Note, depending on your desktop settings, Windows help may appear behind any other windows that are open on your screen.)
You can also access help by clicking on the "Context help" button, moving the "question mark" to the screen, and clicking once.
Note: viewing help files—Help file links
Most help files contain links to other related help files. For example, the description for the F1 key mentions that help may also be accessed by using the "Context help" button and contains a link to the help file for the "Context help" button. This function is meant to provide additional details for those who would like it.
Any time you see text that is highlighted green and underlined, that text is linked to another help file; one that contains additional details related to the topic for which you originally accessed help. To display these details, click on any portion of the text that is highlighted green and underlined.
In addition, any time you see a box 
with text to the right of it, you can click on the box to
see a list of other screens related to the help topic you are looking
at.
To exit from Help and return to the form on which you're working, press Esc, click on "File" and then "Exit," or click on the close button in the upper right hand corner of the help window.
The F2 key – selecting a value from a list
In 'Definitions', you often assign codes to items. For example, QuickFill asks you to assign a short code name to each mailing list you use—BIZWK for BusinessWeek, say. Some fields require you to enter these special codes. In these fields, you can press F2, right click in a field, or click on the arrow on the far right side of a field to see a list of available codes. If F2 is available in a field, a prompt appears on the bottom line of the screen to remind you that you can press F2 or use your mouse to display a list of correct codes. (Click here for details on creating your own selection lists.)
After pressing F2 or using your mouse to display a list of codes, select a code by using the up- and down-arrow keys to scroll through the list. You can also move through a list by clicking on the up- and down-arrow buttons to the right of the list. The single arrow buttons will move through the list code-by-code. The double arrow buttons, which are equivalent to using the PgUp and PgDn keys, can be used to page through the list.
Once the code you want to use is highlighted, press Enter or click on the code. The list of codes disappears, and QuickFill enters the code you've chosen in the field. Using F2 or your mouse to display a list of codes is an easier way to enter data in a field instead of typing it in. You'll also find this feature helpful if you can't remember a particular code.
In some cases a field is "protected." That is, you cannot type data into the field directly. Instead, you must use F2, right click once and choose "Pick X," or click on the arrow on the far right side of the field to select a code from a list. Usually a field is protected only when it refers to a record that you defined previously. (The code that belongs in the field replaces the "X." For example, if you were in the 'Message1' field on the 'Billing series' screen and used your right mouse button, "Pick message" would appear as one of your options.")
Example: QuickFill won't let you type directly into the 'Offer' fields when you're filling out the tracking code definition form. Instead, a warning message will appear and you will be instructed to use the function keys (F2 to select, F3 to edit, F4 to define, or F5 to clear) or the right mouse button for the field.
The F4 key – creating a new definition
What happens if you must use F2 or right click to select from a list of previously defined records and find that you haven't yet defined that record? In most cases, you can press F4 or right click and select "New X" to call up the form you need to define the record. (The code that belongs in the field replaces the "X." For example, if you were in the 'Message1' field on the 'Billing series' screen and used your right mouse button, "New message" would appear as one of your options.")
Example: Say you're entering a new billing series and want to define a billing package for the series. When you put your cursor in the 'Package' field, you get this message on the bottom of the screen: "Press F2 to select from a list of codes." To define a new billing package, press F4 or right click once and select "New package," and QuickFill calls up the form you need to define a new billing package. Fill out the form and, when you're done, click on "OK" or press Enter to save your definition. QuickFill then returns you to the billing series form. And it automatically enters the code for the package you've just defined in the 'Package' field.
The F3 key – changing an existing definition
Usually, when the F4 or "New X" option is available for defining new records, you can also use F3 or right click and select "Change X" to change records you defined previously. (The code that belongs in the field replaces the "X." For example, if you were in the 'Message1' field on the 'Billing series' screen and used your right mouse button, "Change message" would appear as one of your options.)
Example: You define your new billing package, then realize that you entered the form ID incorrectly. Just move the cursor back to the billing package field, and press F3 or right click and select "Change package." QuickFill again displays the billing package form. Correct the fields that you want to change, and click on "OK" or press Enter to save your changes. After you're done, QuickFill will return you to the billing series.
Note: linked definitions
QuickFill allows a definition to be linked to several other definitions. For example, you can define an offer with a price of $100.00 and a term of 12 issues, then define a number of tracking codes and renewal efforts (using this offer) without having to reenter it. When entering each tracking code or renewal effort, you use the F2 key or right click once to display a list offers. Then select the offer for 12 issues at $100.00.
The ability to "point and shoot" is a convenience, but it can also lead to surprises for unwary users of the F3 key or "Change X" option. Say you decide to increase the price on your renewal notices to $110.00 but you want to leave the price for new subscribers at $100.00. You bring up the definition screen for the first renewal effort in your series, use the F3 key or right click and use the "Change X" option to display the offer linked to the renewal effort, and change the price to $110.00. Because the offer record was originally linked to both tracking codes and renewal efforts, you have inadvertently changed the prices for both renewals and new subscriptions to $110.00!
In this situation you should create the new offer with the $110.00 price separately, using the 'Offers' definition screen, bring up each renewal effort, and then use the F2 key or right click once and use the "Pick X" option to select the $110.00 offer instead of the original one. By doing this you will leave the original offer intact.
The "OK" button – saving data and go ahead
The "OK" button has a dual purpose in QuickFill. You select it to tell QuickFill to accept, or save, the data you've entered. But this button also acts as QuickFill's trigger—that is, it tells QuickFill to go ahead and take the next appropriate action.
Example: You choose 'New order history' under 'New order reports' on the 'Reports' main menu and fill out the filter screen. Click on "OK," and a box with a message asking when the report should be run appears.
Other function keys and mouse button options for editing
F5—erases the contents of an entire field; this function key is only active when in a date field or a field for which there is a selection list.
This action may also be performed in "protected" fields, by right clicking once and then selecting "Clear."
Cut—deletes the highlighted area.
Copy—copies the highlighted area.
Paste—pastes the information previously cut or copied into the field in which the cursor is located.
When the cursor is in a field that allows editing, you can select text and then right click on that text to display a menu with undo, cut, copy, paste, delete, and/or select all options.
Summary of keyboard and mouse button options
"OK" button
Saves changes to the screen on which you are working.
F1 or "Context help" button
Displays QuickFill help. Pressing F1 a second time displays Windows help.
F2 or Right click & select "Pick X" option
Displays list of choices from which to select for the field in which the cursor is located.
Home key
Moves the cursor to the first code in a selection list that was displayed by pressing F2 or right clicking once in a field.
End key
Moves the cursor to the last code in a selection list that was displayed by pressing F2 or right clicking once in a field.
F3 or Right click & select "Change X" option
Displays the definition of the code currently in the field in which the cursor is located so that it may be changed if desired.
F4 or Right click & select "New X" option
Displays an empty definition form so that a new definition may be created for the field in which the cursor is located.
F5 or Right click & select "Clear" option
Clears the entry in the field in which the cursor is located; F5 is only active when in a field for which there is a selection list.
Delete key or Backspace key
Deletes the characters in the field. If you highlight the entire contents of a field and press the "Delete" key or "Backspace" key, the highlighted text will be deleted.
Esc
Give up, abort. Use the Esc key to exit from the screen you are currently on without saving any changes you may have made. If you press Esc from a batch screen, you will be returned to the main menu and any orders, prospects, renewals, or payments entered in the batch will remain on the unposted batches screen for that transaction. If, however, you press Esc while on the customer address form screen, the information you entered will not be saved.
Tab
Moves the cursor to the next field.
Shift-Tab
Moves the cursor to the previous field.
Down-arrow
Moves the cursor to the next field as long as you are not in field with radio buttons, a multiline edit field (such as the comment field), a right justified field (such as the price, tax, and shipping fields on order screens), or a list field (such as the customer list in lookup). When in a field with radio buttons or a list, the down-arrow key can be used to move within that field; to move to the next field use the Tab key.
Up-arrow
Moves the cursor to the previous field as long as you are not in field with radio buttons, a multiline edit field (such as the comment field), a right justified field (such as the price, tax, and shipping fields on order screens), or a list field (such as the customer list in lookup). When in a field with radio buttons or a list, the up-arrow key can be used to move within that field; to move to the next field use the Shift-Tab keys.
Ctrl-PgDn or Next record command
Displays the next definition/record.
Ctrl-PgUp or Prior record command
Displays the previous definition/record.
Alt-Rightarrow or Next major tab command
Displays the next screen.
Alt-Leftarrow or Prior major tab command
Displays the previous screen.
Ctrl-Rightarrow or Next minor tab command
Displays the next screen.
Ctrl-Leftarrow or Prior minor tab command
Displays the previous screen.
Alt-L or "Lookup" button
Displays the "Lookup" screen so that you may lookup a customer. This option is available on most transaction screens.
Lists
QuickFill often shows you a list of items and expects you to select one item from the list. For example, you're shown a list of codes when you press F2 or right click once in a field. As mentioned above you select an item by moving the cursor until the item you want is highlighted. Then you press Enter or click on it. If the list is very long, you may find it faster to page through it by using the PgUp and PgDn keys. You can also jump to the first entry in a list by pressing Home or to the last entry by pressing End. Finally, you can use the scroll bars to the right of the list to scroll through it.
QuickFill supports the use of wheel mice (in Windows 98 and higher) in all scrollable lists. To scroll using the wheel, first set the focus on the scrollable list by clicking within it. By default, moving the wheel one click scrolls three lines. You can change the number of lines scrolled on the Windows mouse control panel. Holding down the Ctrl key and moving the wheel one click is equivalent to clicking the double-arrow scroll buttons.
With some types of lists, you'll see at the bottom of the screen a choice of actions to take. For example, when you select 'Publications' from the 'Definitions' menu, QuickFill shows you a list of the publications you've already defined, together with five types of actions you can take. So the screen looks like this:
When you first select 'Publications', the cursor is on the first publication in the list. As always, you can move the cursor up or down in the list by using the up- and down-arrow keys.
At the bottom of the screen, you see four of the five actions you can take on a publication. You can define a new publication, change the definition of a publication, delete a publication, or replicate the definition of a publication in order to define a new one (click here for details on publication definitions). The fifth action that may be taken is to exit the screen by clicking on the "Close" button. You can also use the Esc key to perform the same action.
Press Enter anywhere in the list, and QuickFill displays the definition of the publication on which the cursor is located. Use the tab key to move the cursor to the first action ("New") on the screen. Now you can use the left- and right-arrow keys to move to another action. For example, to replicate the sample QWKFIL publication, move the cursor to the second publication in the list, and press Tab. Then use the right-arrow key to move the cursor to "Replicate" and press Enter.
There's also a faster way to select an action. Just click on the button for it or press the "Alt" key plus the key corresponding to the first underlined letter of the action you want to take. For example, if you want to "change" a publication, highlight the publication and then click on "Change" or press "Alt-C." To replicate the sample QWKFIL publication, move the cursor to the second publication in the list, and click on "Replicate" or press "Alt-R."
As always, you can use Esc to back up a step if you change your mind. For example, if you've clicked on "Change" and you are now looking at the definition for the sample quarterly publication, press Esc, and you'll return to the publication list.