THE WELCH COMPANY
440 Davis Court #1602
San Francisco, CA 94111-2496
415 781 5700
S U M M A R Y
DIARY: October 27, 2002 04:39 PM Sunday;
Improve writing a letter, contacts and publishing SDS on Internet.
2...Writing a Letter and Receiving Documents
....2...Doc Log Fields created by F1 F5 in Reference Field of SDS
........Primary Doc Log Fields
....3...Primary Doc Log fields.
....4...Secondary Doc Log Fields requires two steps (a and b)
....5...Open the letter; press Enter or double click on the line.
....6...Documents issued and received set up a format that includes...
........SDS automatically assigns a unique document ID control number
....7...Write the letter for documents issued using ideas, background
....8...Documents received; get contents from original source in email.
....9...Received mail requires moving fields and text to a format that
...10...Mailing a letter using email and the Internet can be done by
...11...Received documents are saved with anchors on very paragraph in
...12...Knowledge Space results from creating documents with organized
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HTML Address for Replying
Post Letterhead Macro for Writing Letters
Letter/correspondence PCL formats
Writing Receiving Documents and Doc Log Common System
0806 - ..
0807 - Summary/Objective
080801 - Follow up ref SDS 36 0000, ref SDS 21 0000.
080803 - Gary Johnson began learning SDS on or about 020924. ref SDS 32 0001 A
080804 - few weeks later on 021010 he suggested making the process for
080805 - receiving documents the same as for issuing documents in order to have
080806 - a single system that is easier to learn than having two slightly
080807 - different procedures for what seems like a common function.
080808 - ref SDS 33 P44R
080810 - ..
080811 - [On 021028 sent Gary updated program with improvements.
080812 - ref SDS 37 0001
080814 - ..
080815 - [On 021227 major improvement to return error messages when doc log
080816 - fields not filled out, and to use savx for creating directories to
080817 - manage all documents. ref SDS 40 4O8K
080819 - ..
080820 - Over the past few weeks Gary's suggestion has been implemented,
080821 - primarily reported on 021013. ref SDS 34 0001 These changes improve
080822 - prior User application procedure, per below. ref SDS 0 5G3K These
080823 - changes result in the following improvements....
080825 - 1. Background showing original objectives and evolution of code
080826 - development is mostly summarized in the record on 021019.
080827 - ref SDS 35 4741
080829 - [On 070904 Gary Johnson cites need for "testbed" software
080830 - platform to experiment developing Knowledge Management
080831 - support based on feedback from routine use for accomplishing
080832 - daily work. ref SDS 42 DV4R
080834 - ..
080835 - 2. There is now a single procedure using macro file 0501 for
080836 - issuing and receiving documents, reported on 021013.
080837 - ref SDS 34 NGUQ All correspondence starts with a common
080838 - standard format, ref SDS 34 UZ3N, suggested by Gary Johnson on
080839 - 021010. ref SDS 33 P44R This can be edited to suit particular
080840 - circumstances. For example, often there is a field for
080841 - "References" in government and military work, discussed on
080842 - 021013. ref SDS 34 NW35
080844 - ..
080845 - This new procedure provides better support for alternate
080846 - letterheads. Formerly, the letterhead could be changed with an
080847 - awkward process using macro file 0450431. Now a letterhead is
080848 - generated each pass from the contents of the From field in the
080849 - doc log, similar to generating the address using the To field
080850 - in the doc log, reported on 021013, ref SDS 34 4G3M, and which
080851 - are entered in a few seconds using the Contact system to
080852 - select an organization and a person, and pressing Enter.
080854 - ..
080855 - 3. PCL has been eliminated as the default condition for issued
080856 - documents, so it is no longer necessary to remove it each time
080857 - a letter is prepared and converted to HTML for sending via
080858 - email, reported on 021013. ref SDS 34 6F9F
080860 - ..
080861 - 4. Suspended the "location" field that shows a room number or
080862 - mail-stop for addressing correspondence, since most letters are
080863 - sent by email. ref SDS 34 H65I
080865 - ..
080866 - 5. Eliminated the Reference field for listing sources, explained
080867 - on 021013. ref SDS 34 NV9G
080869 - ..
080870 - 6. Savx runs for a received document to create the directory
080871 - structure that enables Knowledge Space, reported on 021013.
080872 - ref SDS 34 YW5W
080874 - [On 021227 applied savx to create directories for all
080875 - documents generated from within an SDS reference field.
080876 - ref SDS 40 YW5W
080878 - ..
080879 - 7. Eliminated macro file 0450431 for setting up the letterhead and
080880 - signature block for documents issued, and for SDS records
080881 - issued on the Internet. ref SDS 34 6F9F
080883 - ..
080884 - Now, the letterhead and signature block are generated by the
080885 - same process in macro file 0501 that is used for addressing a
080886 - letter and entering a salutation based on the entries in the
080887 - document log that initially defines the document.
080888 - ref SDS 34 NGUQ
080890 - [On 021227 added code to return error messges when secondary
080891 - fields are missing, so user is alerted to fill this out to
080892 - maintian Knowledge Space. ref SDS 40 PL8L
080894 - ..
080895 - 8. Changed format of Contact records to hopefully make it easier
080896 - to use these flexible structures, reported on 021019.
080897 - ref SDS 35 5100
080899 - ..
080900 - 9. Eliminated 0450431 and collateral code in support macro files
080901 - for contact management and compiled macro 000009, reported on
080902 - 021019. ref SDS 35 0333
080904 - ..
080905 - 10. Publishing SDS records on the Internet requires a letterhead
080906 - and contact person with email address that make it fast and
080907 - easy for people to submit feedback, as explained in NWO.
080908 - ref OF 2 0936 Making feedback fast and easy encourages efforts
080909 - to overcome resistance to good management, also, explained in
080910 - NWO. ref OF 3 2670
080912 - ..
080913 - Use 04501 to replace 0450431 for letterhead, contact person and
080914 - email address that enables people to respond via email to SDS
080915 - records published on the Internet, reported on 021019.
080916 - ref SDS 35 VQU1
080918 - ..
080919 - Contents are set by "From" field for an issued document in the
080920 - secondary doc log fields each time a new letter is issued.
080921 - ref SDS 35 IU4L Contents of 04501 can be changed without
080922 - writng a letter by opening a contact record and using the
080923 - letterehad option in the menu. ref SDS 35 IUBD Correlating the
080924 - contents of 04501 so the letterhead publishing SDS records on
080925 - the Internet is the same as the letterhead for issuing a letter
080926 - follows customary practice of sending a record of meetings and
080927 - calls with a transmittal letter. Since the user of the SDS
080928 - record is normally the sender of other correspondence in a
080929 - user's SDS record, this provides a fast, seemless way to
080930 - normally have the letterhead and contact person for publishing
080931 - SDS records on the Internet set to the right person.
080933 - ..
080934 - The ease of changing this at will to anyone else, provides
080935 - support for consultants and aids, as explained on 021019.
080936 - ref SDS 35 UU4N
080938 - ..
080939 - 11. Warning is issued when the letterhead and contact person for
080940 - publishing an SDS record are different from the user name in
080941 - the SDS record, reported on 021025. ref SDS 36 R69G
Wrting a Letter Filling Out Doc Log Fields
Procedures Writing a Letter
Issued Received Similar Received Needs F1 F5 for Format Get Command t
Issued Received Same Received Needs Get Command to Read in Contents
Instructions Guidance on Writing and Receiving Letters
Received Documents Takes Time Using Cut and Paste to Position Text in
Cut Paste to Position Text in Received Documents to Uniform Left Marg
Writing a Letter Receiving and Issuing Documents
151101 - ..
151102 - Writing a Letter and Receiving Documents
151104 - Follow up ref SDS 33 5G3K.
151106 - The following tasks typically take about 15 - 30 seconds to accomplish
151107 - the first step in the eight (8) steps shown on 001219. ref SDS 6 4W4L
151108 - The only difference between issuing and receiving a letter is that
151109 - issuing a letter requires doing some writing, whereas receiving a
151110 - letter requires using the get command to read in what has been written
151111 - by someone else. ref SDS 0 BT4O
151113 - ..
151114 - [On 021028 sent Gary updated program with improvements for writing
151115 - and receiving documents. ref SDS 37 0001
151117 - ..
151118 - [On 021119 training, orientation and using these procedures to
151119 - learn the SDS doc managment system. ref SDS 38 5G3K
151121 - ..
151122 - 1. General.
151124 - Some people are reluctant to write a letter because they fear
151125 - they don't know what to write and don't have time to research
151126 - the record to remember critical information. SDS provides a
151127 - lot of fire power to solve this problem, as explained in POIMS,
151128 - ref OF 1 1232, and reported on 950204. ref SDS 5 4995 Better
151129 - memory using SDS is a big aid to writing an effective letter.
151130 - ref SDS 5 7499 On 940327 Morris Jones reported that better
151131 - memory is a self-evident benefit of SDS. ref SDS 3 J496
151133 - ..
151134 - The mechanics of writing a letter are fast and easy in SDS.
151136 - ..
151137 - Writing a letter is driven by the doc log system that uses the
151138 - contact system to obtain addresses and signature block, and it
151139 - uses the subject index together with the date of the SDS record
151140 - to establish where a document is stored on the computer disk.
151141 - The integrated design of SDS makes it fast and easy for people
151142 - to build a flexible format, called out POIMS, ref OF 1 M17I, to
151143 - write and receive documents, and later to find information when
151144 - needed.
151146 - ..
151147 - These integrated features takes only a few seconds to create
151148 - control for document management.
151150 - ..
151151 - Open an SDS record and set up a record segment with subjects
151152 - that identify the purpose and objectives of the letter. This
151153 - requires creating subject accounts and descriptions in the
151154 - Subject Index (if they do not already exist), and loading the
151155 - accounts that identify the subject of the letter into the
151156 - Control Field of the SDS record.
151158 - ..
151159 - Note....
151161 - ..
151162 - Subjects are necessary part of identifying a document. It
151163 - is actually possible to assign multiple subjecst to a
151164 - document to reflect the fact that a single document, like
151165 - an SDS record, a meeting or a phone call, will often have
151166 - many subjects, sometimes several hundred. Making all of
151167 - these entries takes time to figure out and time to
151168 - physically enter, even though each one only takes a few
151169 - seconds with SDS.
151171 - ..
151172 - As a result, practice using SDS shows that an effective
151173 - procedure is to spend a few seconds deciding the most
151174 - logical primary subject for a letter, e.g., what
151175 - department, function, or project does the letter cover.
151176 - Typically, any of the several hundred subjects that a
151177 - document touches can be used for the SDS doc log subject
151178 - field, which is assigned with the F5 key as explained
151179 - below. ref SDS 0 HL5F This procedure enables assemlbing
151180 - letters on broad subjects.
151182 - ..
151183 - The detailed subjects are all entered in SDS record
151184 - segments that have analysis and background on context,
151185 - which is linked to specific subjects in the letter. This
151186 - has proven the most effective way to manage organic
151187 - structure of subjects in documents that makes it possible
151188 - to find everything in SDS quickly, as noted by Eric
151189 - Armstrong commenting on 010916, ref SDS 28 0001, and
151190 - contrasting with inability to find anything using programs
151191 - everybody likes, also, reported on 010916. ref SDS 29 KA6H
151193 - ..
151194 - 2. Doc Log Fields created by F1 F5 in Reference Field of SDS
151196 - ..
151197 - Primary Doc Log Fields
151199 - ..
151200 - SDS uses primary and a secondary fields for creating,
151201 - identifying and managing documents. Data in these fields is
151202 - used in the SDS Doc Log management system.
151204 - ..
151205 - F1 F5 is executed with the cursor on a blank line in the
151206 - narrative section of the SDS record that has the subjects
151207 - assigned under step 1. This creates a format for creating doc
151208 - log fields in the Reference field to identify a document (see
151209 - explanation of SDS fields, reported on 940901, ref SDS 4 4B7N,
151210 - and ref SDS 4 028C).
151212 - ..
151213 - The screen color changes to alert the User that an operation
151214 - is underway.
151216 - ..
151217 - Mark 3 is entered automatically when F1 F5 is used. You don't
151218 - see anything that shows this, but this mark can be used in step
151219 - three (3) to return to the initial location.
151221 - ..
151222 - After striking F1 F5, the User can press F5 again to scroll
151223 - through four (4) choices to select one of the following doc
151224 - log formats....
151226 - DRT Document Received Today - default choice
151227 - DIT Document Issued Today
151228 - DIP Document Issued Prior
151229 - DRP Document Received Prior
151231 - ..
151232 - ESC and F1 both close the Doc Log field selection process. The
151233 - screen color returns to normal.
151235 - ..
151236 - F1 F5 creates....
151238 - Primary Doc Log Fields
151239 - Secondary Doc Log Fields
151241 - ..
151242 - The primary doc log fields are visible on the current screen
151243 - in columns 1 80.
151245 - ..
151246 - The secondary doc log fields are visible by scrolling the
151247 - screen tapping F8 twice to offset the screen to column 89. It
151248 - is not necessary to see these fields for doing the next step of
151249 - filling out the doc log fields to write a letter. If you do
151250 - use F8 to scroll the file, then use F7 to scroll the file back
151251 - to so the cursor is on column 13.
151253 - ..
151254 - 3. Primary Doc Log fields.
151256 - ..
151257 - Fill out the "Project" portion of the document identification
151258 - and enter the subject code into the subject field of the doc
151259 - log fields.
151261 - ..
151262 - The cursor is now on column 13 just below the word "Project"
151263 - on the doc log field.
151265 - ..
151266 - Move the cursor vertically to the Control Field and put it on
151267 - the line that has the subject assigned for this letter. It may
151268 - be necessary to use F9 to scroll the file up in order to
151269 - position the Control Field on the screen so the cursor can be
151270 - moved to the subject line in the Control Field.
151272 - ..
151273 - Shift F3 returns to Mark 3. If the Control Field for the
151274 - letter that is being written or received is very deep in the
151275 - record, Shift F3 is a faster way to get back to the approximate
151276 - location in the record for positioning the cursor on the
151277 - Control Field line with the Subject code for the letter.
151279 - ..
151280 - F5 pressed with the cursor on column 13 - 18 of the Control
151281 - Field line with the subject code for the letter, does the
151282 - following things...
151284 - a. Returns to the doc log entry line in the Reference
151285 - Field.
151287 - ..
151288 - b. Enters the "project" portion of the subject code into
151289 - the project section of the document identification
151290 - fields. You will visually see this has occurred.
151292 - ..
151293 - c. Enters a narrative description of the document based on
151294 - the description of the subject code assigned to the
151295 - letter, which is taken from the Subject Index.
151297 - ..
151298 - d. Enters the complete subject code into the subject
151299 - field of the doc log. You will not see this, but can
151300 - scroll the screen right with F8 and see the subjects
151301 - have been entered beginning on column 248.
151304 - ..
151305 - Typically at this point the primary doc log fields are
151306 - completed and you are ready to fill out the secondary fields.
151308 - ..
151309 - Common considerations to check for primary doc log fields
151310 - are...
151312 - a. Documents Issued Today (DIT) - you may need to edit the
151313 - filename field by changing the the last two characters,
151314 - which are incremented each time a new document is
151315 - started.
151317 - ..
151318 - b. Documents Received Today (DRT) - you may need to edit
151319 - the year, month and filename fields, if the document
151320 - you are receiving into the record is for a different
151321 - date than for today.
151323 - ..
151324 - c. Description may need to be edited to fit the screen
151325 - width and better reflect the purpose of the letter.
151328 - ..
151329 - 4. Secondary Doc Log Fields requires two steps (a and b)
151331 - This uses the contact system to fill out who is sending the
151332 - letter and who is getting the letter. It also enters who
151333 - should get a response and the date when the letter was
151334 - sent, and when a response is due.
151336 - ..
151337 - Filling out this field requires that a letterhead format is
151338 - in the Contact record beginning on line 0016 for the
151339 - sending organization (FROM).
151341 - ..
151342 - Press F8 twice to scroll the record so that columns 89 - 168
151343 - are visible.
151345 - ..
151346 - You will see field descriptions for filling out contact
151347 - information.
151349 - ..
151350 - a. Use the menu (Shift F10 or right click) to open Contacts
151351 - and select the name of the organization and person sending
151352 - the letter. That is usually you. Pressing Enter in the
151353 - Contact Summary enters the organization and name of the
151354 - author into the Secondary Doc Log field.
151356 - 1. After opening the menu, use the Tab key to move the
151357 - cursor the Contact field.
151359 - ..
151360 - 2. With the cursor on the "C" for Contacts, type 3 or 4
151361 - characters of the name of the organization sending the
151362 - letter. In Gary's case he can use joh, or dyn, since
151363 - he is identified by these alternate schemes.
151365 - ..
151366 - 3. Press Enter. This opens a Contact Summary with the
151367 - cursor on column 1 of the line where Gary is listed in
151368 - the Contact Summary.
151370 - ..
151371 - 4. Press Enter again. This closes the Contact
151372 - Summary and opens the actual contact record, gets
151373 - strings that identify Gary's organization, and his
151374 - name, closes the contact record and enters the strings
151375 - in the doc log fields.
151377 - ..
151378 - The cursor is then placed in the next field to filled
151379 - out in the Doc Log.
151381 - ..
151382 - b. Repeat the same four (4) steps to fill out the contact
151383 - fields for the addressee.
151385 - ..
151386 - Occasionally, some editing is needed for the field that
151387 - shows when a response is due, however, normally the default
151388 - of 10 days is adequate.
151390 - ..
151391 - For documents like an invoice or formal contract
151392 - documents that have control numbers assigned, enter this
151393 - information into the appropriate field.
151395 - ..
151396 - Doc Log fields are now filled out. This usually takes only a
151397 - few seconds. Sometimes it takes a minute or two to find an
151398 - appropriate subject, especially if you decide new subjects are
151399 - needed that have to be created.
151401 - ..
151402 - Press F7 to scroll the file back to the primary position.
151404 - ..
151405 - 5. Open the letter; press Enter or double click on the line.
151407 - ..
151408 - Alternatively, press Shift F3 to return to the narrative
151409 - line where the doc log identification process was begun and
151410 - enter a string for a citation to the new document that looks
151411 - something like...
151413 - Submitted rrf DIT 1 0001 to Fred explaining changes to the
151414 - widget system, and connected to this record for details.
151416 - ..
151417 - After explaining the narrative per above what action is being
151418 - taken, press Enter, or double click on the citation string in
151419 - the narrative. This opens the new letter.
151421 - ..
151422 - 6. Documents issued and received set up a format that includes...
151424 - a. Sender
151425 - b. Date
151426 - c. Document ID
151427 - d. Address with email address
151428 - e. Anchor
151429 - f. Confidentiallity flag default
151430 - g. Subject
151431 - h. Salutation, Dear so and so,
151433 - ..
151434 - i. Blank space for content...
151436 - ..
151437 - j. Complimentary cloes - Sincerely,
151438 - k. Signature Block with Title and email address
151439 - l. Post Script
151440 - m. Copy to
151441 - n. Blind Copy to - BCC with suppression
151444 - ..
151445 - Documents are automatically saved to the disk to create the
151446 - directory structure needed.
151448 - ..
151449 - SDS automatically assigns a unique document ID control number
151450 - to all correspondence issued (item "c" in the above list) that
151451 - constructed from informtion that sets the location of the
151452 - document on the disk in the primary doc log fields. ref SDS 0
151453 - HL5F
151455 - ..
151456 - 7. Write the letter for documents issued using ideas, background
151457 - and authorities, per above. ref SDS 0 PN3F
151459 - ..
151460 - 8. Documents received; get contents from original source in email.
151462 - ..
151463 - Use the Page up to position the blank space at the top of the
151464 - screen, so the salutation (Dear so and so) is not showing on
151465 - the screen. Use the Home key to put the cursor on the Command
151466 - Line, and use the get (g) command to read into the
151467 - correspondence file the new document, often saved from email.
151469 - [On 021214 Gary working on making information fast and easy
151470 - to receive into the record. ref SDS 39 LY3M
151472 - ..
151473 - For example...
151475 - Received email can be saved using Ctrl S and
151476 - entering something like...
151478 - c:\sd\10\x.txt
151479 - ..
151480 - This puts the file x.txt in the temporary null
151481 - directory set up for SDS.
151483 - ..
151484 - From the Command line in the letter file enter...
151486 - CMD>g x.txt
151488 - ...to read in the email file.
151491 - ..
151492 - 9. Received mail requires moving fields and text to a format that
151493 - is intended and/or makes sense, and further fits the standard
151494 - format for documents received, usig cut and past after using
151495 - the get command. This normally takes 10 seconds, or it could
151496 - take 20 minutes to an hour, if you receive a large letter with
151497 - lots of attachments that have to be organized. The standard
151498 - tasks include...
151500 - ..
151501 - Move the date under the date field.
151503 - ..
151504 - Since SDS enters the sender and addressee, you can typically
151505 - delete the To and From lines from the email format. Sometimes
151506 - you don't have the sender in the Contacts. You can take time
151507 - to create a Contact record, or skip this and do it later by
151508 - using the From data from the email format for the Sender field.
151510 - ..
151511 - Place the subject line beneath the 0001 anchor line.
151513 - ..
151514 - Move attachments below the complimentary close and signature
151515 - block, and below any Post Script and Copy to entries.
151517 - ..
151518 - Position text to a uniform left margin to fit format of the
151519 - received document.
151521 - This takes the most time using cut and paste if there is a
151522 - lot of structure in the received document. Typically, email
151523 - structure is mostly implied and not uniform, so it takes
151524 - time to figure what is intended and what makes the most
151525 - sense, and then to move the text into a reasonable format.
151527 - ..
151528 - Text received from an HTML file often has an irregular left
151529 - margin and so it takes time to construct a format that is
151530 - evident in the browser.
151532 - ..
151533 - [On 021214 Gary working on making information fast and
151534 - easy to receive into the record. ref SDS 39 LY3M
151536 - ..
151537 - [On 030124 developed procedure to automatically position
151538 - text to uniform left margin. ref SDS 41 TH3H
151540 - ..
151541 - 10. Mailing a letter using email and the Internet can be done by
151542 - pressing between columns 52 to 59 on the Command Line above
151543 - "Quit=ESC", or by selecting "Save HTML Internet" in the File
151544 - menu.
151546 - ..
151547 - This click adds anchors to all paragraphs that do not already
151548 - have anchors, and it adds HTML for publishing on the Internet.
151549 - The file put in a directory structure on the c drive under...
151551 - c: sd wl = web local data base
151553 - ...and also
151555 - ..
151556 - c: sd wt = web transfer data base
151558 - ..
151559 - The web local data base provides a record of what is on the
151560 - Internet, and permits local viewing off line.
151562 - ..
151563 - The web transfer data base is used for uploading to the
151564 - Internet. It is emptied of any prior files that have been
151565 - uploaded previously, each time a file is saved
151567 - ..
151568 - 11. Received documents are saved with anchors on very paragraph in
151569 - the same way used for saving issued documents. ref SDS 0 R37G
151571 - Received documents are usually transferred to the Internet, so
151572 - that communciation can position someone who receives a letter
151573 - you issue to quickly obtain the precise context and reference
151574 - to a letter other document received.
151576 - ..
151577 - 12. Knowledge Space results from creating documents with organized
151578 - structure and anchors.
151580 - ..
151581 - Issued and received documents can be easily linked to one
151582 - another and to other documents. More importantly, SDS enables
151583 - everything to be linked into a web of connections showing what
151584 - was done, why, and why not, and what is expected to happen.
151585 - Controllable action items are linked to original sources, so
151586 - that understanding of original context is maintained over time
151587 - and can be transferred to others to avoid misunderstanding.
151588 - SDS records provide a "spreadsheet for knowledge" where the
151589 - thoughts that connect human memory, experience and reasoning
151590 - from writing and receiving documents can be managed based on
151591 - context that evolves day to day from doing things, like
151592 - attending meetings, making calls, reading a book, watching
151593 - television, mowing the lawn, digging a ditch, painting a
151594 - picture, etc., as explained in POIMS. ref OF 1 8844