by Marie P. Folker, <editor@filemakermagazine.com>, http://www.filemakermagazine.com
Mod Click
Partial Record Spell Check
BONUS: SPELCHEK.FP3
PLATFORM: Mac/Win
Most data entry screens contain fields that are not intended to contain words found in the spelling dictionary. An alpha based tracking number will fall under suspicion of the spell checker when you don't even want it to be considered. In this solution we'll look at three methods for handling record level spell checking that will alleviate the nuisance of skipping through fields that should not be considered.
Why We're Even Discussing This
One of the sometimes overlooked aspects of computing is having access to information that aids in our work. When I was in college, papers had to be typed or computer printed. So I took a look at the computer lab. I was intrigued but not interested in the added learning curve to go with the paper deadlines. But when I saw a spell checker flagging every misspelled word, I remember thinking "That's not fair!" Needless to say, I signed up.
Spell checking is now a daily unnoticed occurrence that lies in the background and just works, sort of. Data entry should be a flowing motion and spell checking every field can interrupt the flow.
Method One -The Script
Although pretty obvious, simply creating a script will accomplish the job. Just have it control the spell checking navigation, omitting the undesirable fields. There is a small handful of spelling script steps.
Check Found Set
- As the name implies, it checks the found set of records
Check Record
- Checks the current record
Check Selection
- Checks the selected text
Correct Word
- Checks the "spell as you type" flagged word
Edit User Dictionary
- Opens the User Dictionary dialog box
Select Dictionaries
- Opens the Select Dictionaries dialog box
Spelling Options
- Opens the Document Preferences dialog box to the Spelling area.
A spelling script could be as simple as this:
Check Selection [Select, "name of field"]
Be sure to choose "Select entire contents" or the check will be incomplete. Not very exciting but it accomplishes what we're after. Just the field we're interested will get checked saving time and nerves.
Method Two - Mod Key Click
With the first example, you need a method for triggering the script. Either a button or keyboard command from the script menu will accomplish this. Yet another button on screen might not work with an already busy screen and the first ten spaces of the script menu scripts might be used for other more important scripts. While this second method will require initial training of data entry people, it is rather intuitive once learned.
Through the magic of the Status(CurrentModifierKeys) script step, we can make the entire field in need of spell checking a button. The Cursor will simply enter the field when you click on the field but if you hold down a modifier key, the field is spell checked instead. Consider the following script from the enclosed bonus file titled "SPELCHEK.FP3":
If ["Status(CurrentModifierKeys) = 8"]
Check Selection [Select, "Part Description"]
Else
Go to field ["Part Description"]
End If
In this case, the 8 represents the option key on Mac OS and the Alt key on Windows 95. If the key is pressed, the Check Selection script step is performed. Again, remember to choose the Select Entire Contents attribute for this step. If this modifier key isn't pressed, the Go to Field script step gets us past the button and into the text to edit by hand.
Method Three -Alternate Layout
While this method still uses a script to execute, it differs greatly from the first two designs. The key difference is that we take advantage of the behavior of merge fields.
If you copy a data entry layout and replace the fields you would like omitted with merge fields, only the traditionally placed editable fields will be included in the check. The upside to this solution is that multiple records can be more efficiently checked because there would not be any reason for looping type scenarios that the first two methods would pose. Secondly, multiple fields on the layout would be checked without any extra navigation within the record. The downside involves the upkeep of nearly exact, illusion-based layouts that can become a nuisance. Also if the data entry person were to get stuck on the alternate merge field layout, confusion would surely follow when some of the fields are no longer accessible.
In Conclusion
The goal is to make the spell checking mode of data entry as transparent as possible. If it happens and goes unnoticed through repetition, then it works. Not glamourous but sometimes it's the little things that count.
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