THE OFFICIAL
`PEND RAGON
`FORMS-FoRPALMOS"
`
`Transform Palm OS devices into mobile data-collection tools
`
`Streamline data collection with customized Pendragon forms
`
`Synchronize Pendragon Forms with your existing databases
`
`See inside for detalls
`
`M&r=·
`==
`.....
`"""
`
`c::::::I
`c::::::I
`
`Debra Sancho
`and Ivan Phillips
`Pendragon Software Corporation
`
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`The Official Pendragon Forms™ for
`Palm OS Starter Kit
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`The Official
`Pen dragon
`Forms™ for Pa lm OS
`Starter Kit
`
`Debra Sancho and lvan Phillips
`
`An lmprint of IDG Books Worldwide, lnc. r. =
`Foster City, CA + Chicago, IL + Indianapolis, IN + New York, NY LJ. ~
`
`MB:T Books M&f Sii™
`
`RPX-1012
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`The Official Pendragon Forms™ for Palm OS
`Starter Kit
`Published by
`MEtTBooks
`An imprint of IDG Books Worldwide, Inc.
`919 E. Hillsdale Blvd., Suite 400
`Foster City, CA 94404
`www. i dg books. corn (IDG Books Worldwide Web site)
`Copyright " 2000 IDG Books Worldwide, Inc. Ail rights
`reserved. No part of this book, including interior design,
`cover design, and icons, may be reproduced or
`transmitted in any form, by any means (electronic,
`photocopying, recording, or otherwise) without the prior
`written permission of the publisher.
`HotSync, Palm OS, and Palm Computing are registered
`trademarks, and Palm is a trademark of Palm Computing,
`Inc. or its subsidiaries.
`Library of Congress Catalog Card Number: 99-068577
`ISBN: 0-7645-4651-1
`Printed in the United States of America
`10987654321
`lB/QR/RS/ZZ/FC
`Distributed in the United States by IDG Books
`Worldwide, Inc.
`Distributed by CDG Books Canada Inc. for Canada; by
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`

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`d in 1990, IDG Books Worldwide is today the #1 publisher of best-selling computer books in the United
`We are proud to have received eight awards from the Computer Press Association in recognition of editorial
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`. · jillnt venture with IDG's Hi-Tech Beijing, became the first US. publisher to publish a computer hook in the People's
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`111
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`Computer Press
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`!DG is the world's leading IT media, research and exposition company Founded in 1964, !DG had 1997 revenues of $2.05 billion
`and has more than 9,000 employees worldwide. !DG offers the widest range of media options that reach IT buyers in 75 countries
`representing 95% of worldwide IT spending. IDG's diverse product and services portfolio spans six key areas including print publishing,
`online publishing, expositions and conferences, market research, education and training, and global marketing services. More than
`90 million people read one or more of IDG's 290 magazines and newspapers, including IDG's leading global brands - Computerworld,
`PC World, Network World, Macworld and the Channel World family of publications. !DG Books Worldwide is one of the fastest(cid:173)
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`through !DG.net (http://www.idg.net), which comprises more than 225 targeted Web sites in 55 countries worldwide. International
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`in over 41 countries and more than 400 research analysts worldwide. IDG World Expo is a leading producer of more than 168 globally
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`1/24/99
`
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`

`Credits
`
`ACQUlSlTIONS EDlTORS
`Ann C. Lush
`AmyBarkat
`
`DEVELOPMENT EDlTOR
`Eric Newman
`
`TECHNlCAL EDlTOR
`Ivan Phillips
`
`COPY EDlTORS
`Robert Campbell
`Mildred Sanchez
`
`PROJECT COORDlNATORS
`Linda Marousek
`Joe Shines
`
`GRAPHlCS AND PRODUCTION
`SPEClAUSTS
`Mario Amador
`Stephanie Rollier
`Jude Levinson
`Ramses Ramirez
`Dina F Quan
`
`QUAUTY CONTROL SPEClAUST
`Chris Weisbart
`
`BOOK DESlGNER
`Jim Donohue
`
`lllUSTRATOR
`Heather Hudson
`
`PROOFREADlNG AND lNDEXlNG
`York Production Services
`
`COYER DESlGN
`Deborah Reinerio
`
`About the Authors
`
`Debra Sancho is a vice president with Pendragon Software and has been with the
`company for two years. Debra has a master's degree in Corporate Training from
`Northwestem University and prior to joining Pendragon Software was an instruc(cid:173)
`tional designer at United Airlines for five years. Debra has written much of the
`technical documentation for Pendragon Software products.
`Ivan Phillips is president of Pendragon Software and the lead developer for
`Pendragon Forms. He has a Ph.D. in theoretical physics from Northwestem
`University. Ivan has been developing software for more than 15 years and has
`cowritten two books on the Java programming language.
`
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`For our parents,
`Anna Gerry
`and
`Norman a Sandra
`
`RPX-1012
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`Preface
`
`The Palm organizer started out as a Persona! Digital Assistant (or PDA) used by
`individuals for addresses and appointments. The widespread appeal of the device
`has revolutionized the handheld computer industry and has made mobile comput(cid:173)
`ing a reality.
`In November 1996, only a few months after the release of the first Palm
`Computing PDA, Pendragon Software released the first version of Pendragon Forms
`(then called PilotForms 1.0). Since then, Pendragon Forms has been enhanced sev(cid:173)
`eral times to make the software more flexible and more capable. With each new
`version, the software manual has grown, but there has been an increasing need to
`provide more in-depth information and advice. When we were approached with the
`idea to create a complete "starter kit," we jumped at the opportunity.
`This book goes beyond the standard reference guide that ships with the software
`to provide tips, techniques, and a wealth of examples. All of the examples and a
`30-day evaluation version of the software are provided on the accompanying
`CD-ROM.
`Beginning and intermediate-level topics are covered in this book. Starting with
`the basics of creating a form to run on the Palm organizer, the book progresses to
`more advanced topics, such as setting up remote access and network synchroniza(cid:173)
`tion. The most advanced techniques that relate to the interna! operation of the
`software are not induded here, though they are documented in help files on
`the CD-ROM.
`
`l-low to Use This Book
`
`If you are wondering how to move from a pen-and-paper data collection environ(cid:173)
`ment to using Palm organizers for a mobile workforce, then this book is for you.
`The Official Pendragon Forms for Palm Starter Kit shows you how to go beyond the
`built-in applications on the handheld to create forms that are customized for the
`type of data that you record every day in your job.
`While writing this book, we have assumed that you own a Palm organizer and
`are familiar with handheld activities such as performing a HotSync data transfer,
`using the Graffiti writing system, and using the built-in Address Book application.
`Your job can be in any industry. We have assumed that you are comfortable
`using computers but are not necessarily a programmer.
`You canuse this book to quickly master the basics of creating a custom form for
`the Palm organizer. Once you've leamed how easy it is to create a form, you can
`use this book as a reference in order to optimize the data entry experience that the
`handheld user has while using Pendragon Forms.
`
`ix
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`x
`
`Preface
`
`How This Book ls Organized
`
`The Official Pendragon Forms for Palm Starter Kit contains seven parts.
`
`Part 1: Creating Customized Forms for
`the Palm Organizer
`Chapters in Part 1 look at why the Palm Computing platform has been so successful,
`and why Palm computers are an excellent choice for deploying mobile applications.
`You will see how Pendragon Forms provides an easy way to create your own cus(cid:173)
`tom data-entry forms for the Palm organizer, and you will consider the alternatives
`to using Pendragon Forms. Part 1 also shows you the basics of creating a form in
`Pendragon Forms and provides you with tips and techniques for using Pendragon
`Forms on the handheld.
`
`Part 11: Form Design Techniques
`Chapters in Part II consider some of the issues that enable you to make the most of
`the limited resources available on a Palm computer. We review the 21 different field
`types that you can use when designing a form and discuss advanced field proper(cid:173)
`ties and advanced form properties that give you control of individual fields and
`forms. Part II also looks at the synchronization rules that determine how the
`Pendragon Forms conduit functions during the HotSync process to send form
`designs to the handheld and to send data from handheld to PC and from PC
`to handheld.
`
`Part 111: Managing Data and Form Designs
`Chapters in Part III look at your options for viewing data on the PC and creating
`reports in Microsoft Word and Microsoft Access. Part III also outlines how to back
`up the Pendragon Forms database and looks at how to import and export form
`designs and Lookup Lists.
`
`Part lV: Creating Specia1ized Forms
`Chapters in Part N discuss scripts, which bring a whole new realm of functionality
`to a Pendragon form - with scripts you can perform calculations on the handheld
`or program buttons to perform actions when the handheld user taps the button.
`Part N also reviews the use of bar codes with Pendragon Forms. (Bar code scanning
`hardware is required.)
`
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`Pre face
`
`xi
`
`Part V: Using Pen dragon Forms with
`Existing Databases
`Chapters in Part V show you how to create a Pendragon form based on a database
`table in an existing Microsoft Access database. You can link the form to the exter(cid:173)
`nal database table so that when you perform a HotSync data transfer, data from the
`Palm organizer goes directly to your database. Part V also covers linking
`Pendragon Forms to ODBC databases such as Foxpro, dBase, SQL Server,
`and Oracle.
`
`Part Vl: Working in a Multi-user Environment
`Part Vl looks at the issues involved in deploying Pendragon Forms applications to
`multiple handhelds. The benefits and limitations of the HotSync Manager, Network
`HotSync, and WaveSync synchronization server are discussed. Another way to
`deploy a multiuser application is through the use of a wireless Palm Vll solution
`with Pendragon Forms, and Part Vl outlines how scripts can be used to transmit a
`record to a Web site.
`
`Appendixes
`Finally, three appendixes provide troubleshooting tips, information on scripting
`syntax, and a guide to the contents of the CD-ROM.
`
`Conventions
`
`The following conventions are used in this book to make the material easier
`to understand:
`
`+ Key combinations such as Ctrl+P are joined by plus signs.
`+ A notation containing arrows is used for progressive menu selections.
`For example, Start-+ Programs-+ Pendragon Forms means click the Start
`button in Windows, then select the Programs menu, and then select the
`Pendragon Forms menu choice.
`+ Italics are used for emphasis.
`+ Monotype text indicates code.
`+ A notation that contains a forward slash is used for Graffiti shortcuts on
`the handheld. For example, /W means enter a forward slash in Graffiti
`(by drawing a line that moves diagonally upward), followed by the
`Graffiti letter W.
`
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`xii
`
`Preface
`
`The icons used for the special features are shown next.
`
`The On the CD-ROM icon refers to an evaluation program or sample form
`that can be found on the CD-ROM at the back of this book.
`
`The Tip icon gives you insider information on using various features of
`Pendragon Forms.
`
`~F
`The Cross-Reference icon refers to a related topic in another chapter of the
`1
`
`OO book, or sometimes elsewhere in the sa me chapter.
`
`The Note icon is used to inform you of special cases or exceptions to the
`normal way that a feature of Pen dragon Forms works.
`
`The Caution icon warns you about possible problems that you may
`encounter when using Pen dragon Forms.
`
`What ls a Sidebar?
`Topics that appear in sidebars provide in-depth hints on technical issues.
`
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`Acknowledgments
`
`This book would not have been possible without the help of a great team at IDG
`Books. We thank Joe Wikert for the idea for the Official Starter Kit, and Ann Lush
`and Amy Barkat for helping to make the vision a reality. We thank Eric Newman,
`our development editor, for taking what must have looked like pieces of a giant
`puzzle and making it whole. Thanks also to Robert Campbell and Mildred Sanchez,
`our copy editors, and to everyone who worked on the many graphies that brought
`this book to life.
`Thanks to everyone in the Pendragon Forms Launch Control Team for another
`successful launch, and thanks to our Pendragon Forms customers who find new
`uses for forms on the Palm organizer every day.
`
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`
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`,1
`
`1
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`1.
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`F
`
`Contents at a Glance
`
`Preface .................................. ix
`
`Acknowledgments ......................... :xiii
`
`Partl
`
`Creating Customized Forms for the Pa1m Organizer
`
`Chapter 1
`Chapter 2
`Chapter 3
`
`What ls Pendragon Forms? ................... 3
`Creating a Form ........................... 13
`Entering Data on the Palm Organizer ........... 33
`
`Part 11
`
`Form Design Techniques
`
`Chapter 4
`Chapter 5
`Chapter 6
`Chapter 7
`Chapter 8
`
`Planning a Form Design ..................... 57
`Field Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 7
`Advanced Field Properties .................. 117
`Synchronization Rules ..................... 137
`Advanced Form Properties ................. 153
`
`Part 111
`
`Managing Data and Form Designs
`
`Chapter 9
`Chapter 10
`
`Managing Data on the PC .................. 177
`Managing Form Designs ................... 201
`
`Part 1V
`
`Creating Specia1ized Forms
`
`Chapter 11
`Chapter 12
`
`Using Scripts ............................ 215
`Using Bar Codes ......................... 265
`
`Part V
`
`Using Pendragon Forms with Existing Databases
`
`Chapter 13
`Chapter 14
`
`Linking to an Extemal Access Database ........ 285
`Linking to an ODBC Database ............... 317
`
`Part V1
`
`Working in a Mu1ti-User Environment
`
`Chapter 15
`Chapter 16
`
`Planning a Multi-User Installation ........... 333
`Working with the Palm VII ................. 347
`
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`xvi
`
`Contents at a G1ance
`
`Appendix A: Troubleshooting Tips ............ 355
`
`Appendix B: Scripting Syntax ............... 375
`
`Appendix C: What's on the CD-ROM? ......... 379
`
`Glossary ............................... 393
`
`Index .................................. 399
`
`End-User License Agreement ................ 427
`
`CD-ROM Installation Instructions ............ 432
`
`I'
`
`1
`
`li
`
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`

`

`f
`
`Contents
`
`Preface .................................. ix
`
`Acknowledgments ......................... xiii
`
`Part l
`
`Creating Custornized Forrns for the Palrn Organizer
`
`Chapter 1
`
`Chapter 2
`
`Chapter 3
`
`What ls Pendragon Forms? ................... 3
`The Palm Computing Platform ........................ 3
`Size and Battery Life .................................... 3
`Graffiti Handwriting Recognition .......................... 4
`HotSync Technology .................................... 4
`Types of Palm Devices .................................. 4
`What Is Pendragon Forms? .......................... 6
`How Does Pendragon Forms Work? .................... 6
`Deciding if Pendragon Forms Is the Right Development Tool . 7
`How to Use This Book and CD-ROM ................... 9
`Getting Started: Installing Pendragon Forms ............ 10
`Creating a Form .......................... 13
`Designing a Form ................................ 13
`Editing a Form Design ................................. 19
`Freezing a Form Design ............................ 20
`Sending a Form to the Handheld ..................... 24
`Entering Records on the Handheld ................... 25
`Using Field View and Record View ........................ 26
`Uploading and Viewing Data on the PC ............... 28
`Bi-directional Synchronization ...................... 30
`Making Changes to a Frozen Form ................... 31
`Copying a Form Design ............................ 31
`Printing a Form Design ............................ 32
`Entering Data on the Palm Organizer .......... 33
`Entering New Records on the Handheld ............... 33
`Working in Field View ................................. 34
`Using AutoNavigate ................................... 35
`Working in Record View ................................ 37
`Jumping from Record View to Field View and Back ........... 39
`Changing the Default View for New Records ................ 40
`Reviewing Records on the Handheld .................. 40
`Filtering Records ................................. 44
`Reviewing Filtered Records .............................. 44
`
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`xviii
`
`Contents
`
`Filtering Records with an SPT 1500 Hanclheld ............... 45
`Sorting Records .................................. 45
`Sending Records to the PC .......................... 46
`Identifying New and Changed Records ..................... 47
`Identifying Problem Records That Did Not Upload to the PC .... 48
`Deleting Records and Forms from the Handheld ......... 49
`Manually Deleting Forms and Records from the Hanclheld ...... 49
`Limiting Handheld Access Rights ..................... 50
`Printing from the Handheld ......................... 52
`Infrared Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 2
`Serial Port Printing .................................... 52
`Printing a Record ..................................... 52
`Printer Output ........................................ 53
`
`PART 11
`
`Form Design Techniques
`
`Chapter 4
`
`Chapter 5
`
`Planning a Form Design .................... 5 7
`Planning a Form ................................. 57
`Form Usability ................................... 57
`Tips for Designing Forms ............................... 58
`Performance .................................... 58
`How Performance Depends on Your Data ................... 59
`Estimating Memory Usage .............................. 59
`Reducing the Amount of Data on the Handheld ......... 62
`How Often Should You Synchronize? ................. 63
`Synchronization Speed ............................ 64
`Modem HotSync Transfers .............................. 64
`Network HotSync Transfers .............................. 64
`Server Synchronization ................................. 65
`Tips for Improving Synchronization Performance ............. 66
`Field Types .............................. 67
`Pendragon Forms' 21 Field Types .................... 67
`Freeform Text Field .................................... 68
`Numeric Field ........................................ 70
`Currency Field ........................................ 72
`Yes or No Checkbox Field ............................... 73
`Option 1 of 5 Field .................................... 7 4
`Popup List Field ...................................... 76
`Multi-Selection List Field ............................... 78
`Lookup List and Exclusive Lookup List Fields ................ 80
`Cascading Lookup ..................................... 85
`Lookup to Another Form ................................ 88
`Date Et Time Field ..................................... 91
`Date Only Field ....................................... 93
`
`,1
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`RPX-1012
`Page 20 of 444
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`Contents
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`xix
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`Time Field ........................................... 94
`Time Checkbox ....................................... 95
`Section Field ......................................... 97
`lump Popup Field ..................................... 99
`Subform List Field .................................... 100
`Single Subform Field .................................. 107
`Signature Field ...................................... 110
`Button Field ......................................... 112
`Advanced Field Properties . . . . . . . . . . . . . . . . . . 117
`Column Name .................................. 119
`Default Value ................................... 120
`Hidden ........................................ 123
`Read-Only ..................................... 124
`Autodefault .................................... 124
`Display Key .................................... 125
`Required ...................................... 126
`Primary Key .................................... 128
`Selecting a Primary Key ............................... 128
`Working with Primary Keys on the Handheld ............... 129
`Do Not Upload to PC ............................. 131
`Non-Printing ................................... 132
`Max and Min ................................... 132
`Max Length . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 3
`Lookup List .................................... 134
`Pattern ........................................ 135
`Synchronization Rules ..................... 13 7
`The Pendragon Forms Conduit ...................... 137
`How Does the HotSync Manager Work? .............. 138
`The Synchronization Process ....................... 139
`The User List ................................... 140
`Adding Handheld Users ................................ 140
`Deleting Users ....................................... 142
`User Groups .................................... 143
`Creating a User Group ................................. 144
`Deleting a User or a Form from a User Group ............... 145
`User Groups and the Synchronization ofForm Designs ... 146
`Deleting Form Designs and Data .................... 146
`Limiting the Number of Records on the Handheld ....... 148
`Switching Off Synchronizing Forms ................. 150
`Advanced Form Properties ................. 153
`Controlling Navigation through a Form .............. 156
`No End Button ...................................... 156
`No Back Button ...................................... 157
`No Record View Button ................................ 158
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`Chapter 6
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`Chapter 7
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`Chapter 8
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`RPX-1012
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`Contents
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`Hide Section Skip Burton .............................. 159
`Disable AutoNavigation ............................... 159
`Default to Field View and Default to Record View ........... 160
`Controlling Data Entry ........................... 160
`Field Level Validation ................................. 160
`Record Level Undo ................................... 161
`Controlling the Appearance of Subforms .............. 162
`Display as Subform ................................... 162
`Hide Form in Form List ................................ 163
`Don't Sort on Subform Screen .......................... 163
`Automating the Creation of a New Record ............ 164
`Auto-Repeat This Form ................................ 164
`Auto-Execute ....................................... 164
`Controlling Deletion on the Handheld ................ 165
`Disable Form Deletion ................................. 166
`Hide Delete Burton ................................... 166
`Advanced Synchronization Rules ................... 167
`Allow Inserts on Handheld to Update Existing Records ........ 167
`Storage Limit ....................................... 168
`Archive Date ........................................ 169
`Additional Download Criteria ........................... 169
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`Part 111
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`Managing Data and Fonn Designs
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`175
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`Chapter 9
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`Managing Data on the PC .................. 177
`Where Is the Data from the Handheld Stored? .......... 177
`Viewing and Editing Data in the Database ............ 178
`Datasheet View ...................................... 178
`Editing a Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
`Adding a New Record ................................. 180
`Deleting a Record .................................... 182
`Alternative Methods ofViewing Data ..................... 183
`Creating a Simple Work Ortler ...................... 184
`Creating a Report in Microsoft Access ................ 187
`An Alternative Method for Creating an Access Report ........ 192
`Adding a Filter to a Report ............................. 192
`Creating a Report in Microsoft Excel ................. 193
`Exporting Data to ASCII (CSV) Format ............... 193
`Creating a Report in Microsoft Word ................. 194
`Importing Data from an ASCII (CSV) File ............. 196
`Format of a CSV File .................................. 196
`Importing a CSV File into a Database Table ................ 197
`Creating a CSV File from Microsoft Excel .................. 198
`Protecting Your Work ............................ 199
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`Page 22 of 444
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`Contents
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`xxi
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`Chapter 10
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`Backing Up the Pendragon Forms Database ................ 199
`Backing Up Form Designs .............................. 199
`Backing Up Data within a Form ......................... 200
`Managing Fonn Designs ................... 201
`Where Are Form Designs Stored? ................... 201
`Synchronizing to a Specific Form Design ............. 202
`Exporting Form Designs and Lookup Lists ............. 202
`Exporting a Form Design .............................. 203
`Exporting a Lookup List ............................... 204
`Using Import Features ............................ 205
`Importing from a Previous Pendragon Forms Database ... 205
`Importing Data from a Different Form Design .......... 207
`Importing Form Designs and Lookup Lists ............. 208
`lmporting a Form Design fr