Aristotle Support

Using Data Entry Macros

Article ID: 608
Last updated: 11 Mar, 2010

Using Data Entry Macros


A Macro is a recorded series of keystrokes assigned to a single key combination. When a task
must be repeated many times using the same keystrokes, you can use a Macro to replace the
many keystrokes with one or two. This can markedly increase data entry speed and accuracy. 
 
NOTE: The Macro Recorder will only record keystrokes, not mouse clicks.
 
Location Specific: The key concept to remember about a Macro is the keystrokes are recorded,
not the program functions. This means that the Macro must be started at the same place in the
program each time for the results to be consistent.
 
Shift+F10 starts recording the Macro, will cancel the Macro if you make a mistake, and ends the
Macro recording session.
 
Keep it Simple: The more complex the Macro, the less likely it will provide consistent results. It
is often better to create two or three simple macros with direct keystrokes instead of one complex
Macro. The example below shows how to record a Macro to replace a number of keystrokes.
 
Let’s say you have been given a list of more than one hundred names of attendees to the April
Fool’s Dinner and asked to create an issue called April Fool’s Dinner Attendee in each of their
records.
First: Recording

Step-by-Step…
1.  Perform a Name Search and put an asterisk (*) in the Last Name field.
This brings up all the records in your database in a Current Selection
browse screen.
2.  Sort the list by clicking on the Last Name column header.
3.  Highlight a Record name from the list.
4.  Press Shift+F10.
5.  Choose a key combination to activate the Macro (for example, use Alt+1).
6.  Select OK.


Second: Creating a Unique Macro
From this point on, the Macro Recorder is recording all keystrokes. Any mistakes will be
recorded as well. The Macro can be edited later if necessary, or you can cancel and start over.

Step-by-Step…
1.  Type Ctrl+E (Opens the highlighted record).
2.  Type Alt+I (Selects the Issues tab).
3.  Type Ctrl+K (Opens Issue Subfile).
4.  Type Ctrl+I (Inserts new Issue)
5.  Press the Tab key three times until Issues list box is highlighted.
6.  Press the Enter key to open Issues list box.
7.  Press the Down Arrow key until desired Issue is highlighted.
8.  Press the Enter key (Selects desired Issue and closes the list box).
9.  Type Ctrl+W (closes and saves Issues Subfile).

10. Type Ctrl+W (Closes and saves Record).
11. Type Shift+F10 (opens macro Screen).
12. Click OK. (Stops recording Macro).

Third: Applying the Macro
Step-by-Step…
1.  From the browse screen, highlight a Record to which you wish to add the
Issue.
2.  Type Alt+I.
Fourth: Save Macro
If the Macro is not saved, it will be lost when the program is closed.
Step-by-Step…
1.  From the Main Menu Bar, select File > Save Macros.
2.  Enter a descriptive name and save file to a location on your hard drive.
 

 TIP: If you call the Macro “default.fky” the Macro will load into memory each time you
start the program. If you gave the Macro a different name, use Load Macros from the
File menu the next time you start the program and want to run the Macro.

This article was:   Helpful | Not helpful Report an issue


Article ID: 608
Last updated: 11 Mar, 2010
Revision: 1
Views: 468
Prev     Next
Delete Subfiles       Subfiles - Using and Working with