                          INSTRUCT.TXT


        The Self-Updating Cross-LAN Electronic Phonebook

                    by Custom Databases, Inc.
                    72613.2647@compuserve.com

                         P.O. Box 1731
                     Ellicott City, MD 21041


Installation:

To install the electronic phonebook system, simply copy the
FONE.ZIP file from the demonstration disk into an empty 
directory on a server and unzip it. Entering PHONE at the DOS
prompt will execute the program.  

Installation to an empty directory on a workstation for review 
and testing is also possible.  

To remove the entire system, simply erase the entire directory.
No files are created or altered in any other directories.  

If you haven't already, read the README.1ST and FLYER.TXT files
to get an overview of the system.  

All instructions are summarized below.  It is suggested that this 
file, INSTRUCT.TXT, be printed for easy reference.   

The program utilizes the user's login name, as it appears in the
DOS environment, to distinguish between entries.  If for some reason
it does not appear there, it must be placed there.  One way to do this 
would be to place the statement SET LOGINNAME=<login name> in the user's 
autoexec.bat or autoexec.nt file 

Connecting LAN users to the program involves (1) "pointing" each
user's computer to the PHONE.EXE file on the server and (2) 
executing PHONE.EXE.  A quick way to do this is to ask the user
to click on PHONE.EXE in the Windows 3.x File Manager or the 
Windows 95/NT "My Computer".  Icons or shortcuts can also be 
created.  For computers without Windows, a DOS batch file can be
created or any menu system can be used.  

Use by Users:

Use of the Electronic Phonebook by users is so simple that no
instructions are necessary.  Once a user executes the PHONE.EXE
program, all that is necessary for him to do is to start keying
in the last name of the person he wishes to call.  The "F1 = 
help" prompt on the main screen provides a little more 
information to users and also prompts administrators where to 
get to administrative features within the program. Other menu choices 
on the main screen are self explanatory.  

Use by Administrators:

Each LAN requires a single LAN Phonebook Administrator.  Any LAN 
user can act in this capacity.  This person's job will be to
perform periodic master file updates, which take about 5 minutes
each. Updates of once a month should be more than sufficient.     
This person can also optionally screen all new, changed, and
deleted entries before continuing with the master file update.

One of the LAN Phonebook Administrators must act in the capacity
of Master Phonebook Coordinator.  This person's job will be to
maintain the master phonebook file and to coordinate with the LAN
Phonebook Administrators to perform their periodic master file
updates.      

Master file updates are a 4-step process as follows: 

     1.  When a LAN Phonebook Administrator wishes to obtain the
     latest copy of the master phonebook file, he first contacts
     the Master Phonebook Coordinator and sends him a copy of his
     local PHONE.DBF phonebook data file.  This can be done by
     E-mail, network copy, Internet, BBS upload-download, modem, 
     or diskette.

     2.  The Master Phonebook Coordinator receives the PHONE.DBF
     file from the LAN Phonebook Administrator and renames it to
     some other name, such as PHONE2.DBF.  This is necessary
     because the PHONE.EXE program cannot process two data files
     with the same name even if they exist in different
     directories.  Then the Master Phonebook Coordinator enters 
     the program, selects the "F6 = Administration" menu option 
     on the main screen, and then selects option "b" on the
     Administrator's menu.   A prompt appears asking for the full
     pathname of the file received from the LAN Phonebook
     Administrator.  After entering this pathname and pressing
     <Enter> the file merging process takes place, creating a new
     local PHONE.DBF file on the Master Phonebook Coordinator's
     computer and in the same directory location as the old one.
     This file is the new master file, ready for use, and it will
     continue to be used by the users on the Master Phonebook
     Coordinator's LAN.

     Although it is not possible to merge PHONE2.DBF with 
     PHONE.DBF when a user on the Master Phonebook Coordinator's
     LAN is using the system, his system should be in use only a 
     small percentage of the time.  A prompt on the main screen
     asks users to exit the system after use, and each entry 
     lookup only takes a few seconds. 

     3.  The Master Phonebook Coordinator then sends a copy of 
     his new master file, PHONE.DBF, back to the originating LAN
     Phonebook Administrator. 

     4.  The LAN Phonebook Administrator receives the new master
     file from the Master Phonebook Coordinator and uses it to 
     overwrite his old PHONE.DBF file.  Then the "F8 = Sort 
     database" option on the main screen MUST be chosen to sort 
     the new master file (to create a new "index" file).  This 
     completes the master file update procedure for one LAN.

     If the LAN Phonebook Administrator desires a new master file
     even though no changes have been made to his local PHONE.DBF
     file, he can simply request the Master Phonebook Coordinator 
     to send him a copy of his PHONE.DBF file.  He can then overwrite
     his old copy and resort.

Screening changed entries:

     By choosing option "d" on the Administrator's Menu, the LAN
     Phonebook Administrator can choose to have only the entries
     that have been changed since the last master file update 
     show on the main screen.  The Administrator is free to edit
     or delete these entries (mark them for deletion).  He can
     also undelete entries which were wrongly marked for deletion. 

     A good time to do this would be just before initiating the 
     master file updating procedure described above.

Upgrading and moving the program:
	
     Insructions for upgrading the program to a higher number of users 
     and for moving the program from one server to another can be found 
     by pressing F7 on the main screen of the program.

In the interest of speed, the parsimonious use of computer memory,
and the ability to run on all computers, the Electronic Phonebook
was programmed in a text-based language and does not employ a
graphical user interface.  It executes so quickly that it is not
necessary to leave it running in the background as a Windows
process.

With questions, problems, or comments, please contact Custom
Databases, Inc. at one of the above addresses.  Read OMBUDSMN.TXT
to learn about an avenue for conflict resolution with help from the
Association of Shareware Professionals.  
