Apogee SESSION TOOLS User Manual
THE STUDIO MANAGEMENT
SOFTWARE SOLUTION
by
Bob Clearmountain
and
R yan Freeland
FOR MACINTOSH & WINDOWS COMPUTERS
ST AND-ALONE AND IPX/SPX OR TCP/IP NETWORK OPERATION
SessionTools
THE STUDIO MANAGEMENT SOFTWARE SOLUTION
by
Bob Clearmountain
and
Ryan Freeland
APOGEESESSIONTOOLSis a complete networkable, cross-platform database management system, specifically designed to
aid in commercial recording studio management – from individual project facilities to extensive multi-room recording
complexes.
Designed for use in his own studio by
award-winning mixer/producer Bob
Clearmountainand his assistant Ryan
Freeland,
Database, a Project Database, daily
Session Work Orders, an automatically
generated Invoice,a Tape Library Log, a
Media Labeling Systemfor all common
media, Track Sheetsfor common studio
formats, and a set of stunning templates
for many popular pieces of outboard
gear, used for noting and recalling settings.
SessionTools
ware, but because of the unique nature
of the recording studio business,
SessionTool
generating an invoice that summarizes
SessionTools
is not bookkeeping soft-
s addresses the problem of
consists of a Client
multiple session work orders from a
given project.
Besides calculating session hours with
five different possible rate categories
plus overtime,
of billable supplies, equipment rentals
and shipping costs, plus the Invoice
includes a list of titles worked on during
each session.
Taxes are calculated according to local
tax regulations defined by the user. Once
the daily work orders have been filled in
correctly, a perfect invoice is created in
seconds by merely entering a single project code number.
The J-card and labeling templates give
your tapes, CDs and disks a professional
look that will instill in your clients a high
level of confidence in your facility.
The Tape Library Log makes keeping
track of master tapes simple and will
give you the confidence that nothing gets
lost – at least at your place!
SessionTools
keeps track
Apogee SessionT ools is supplied on a hybrid Macintosh/Windows CD-ROM. SessionTools requires a 486 or
better PC running Windows 3.x, 95, 98 or NT 4.0, or a Macintosh running System 7.1 or later. At least 8
MB of memory is recommended. IPX/SPX and TCP/IP networking are supported for server/client operation, enabling the same data files to be accessed from anywhere in the facility, with either a Windows or
Macintosh computer. For network use, you can purchase additional serial numbers for use with the same CD.
APOGEE ELECTRONICS CORPORATION
3145 Donald Douglas Loop South, Santa Monica, CA90405-3210, USA.
Tel: +1 310/915-1000. Fax:+1 310/391-6262. Email:info@apogeedigital.com. Web:www.apogeedigital.com
VERSION 2.0
USER GUIDE
For Macintosh, Windows 9x, NT
A
POGEE ELECTRONICS CORPORATION
3145 Donald Douglas Loop South
Santa Monica, CA 90405-3210
Tel: +1 310/915-1000 Fax: +1 310/391-6262
http://www.apogeedigital.com/
Database programming, layout design and user guide contents by
Bob Clearmountain with Ryan Freeland and David Boucher.
© 1999 Apogee Electronics Corporation. All rights reserved
SessionTools Manual
Table Of Contents
Page
Credits .................................................................................................iv
Licensing Agreement ..........................................................................v
Other Licenses ..................................................................................viii
Introduction......................................................................................... 1
A word from Bob Clearmountain......................................................3
Installation
Macintosh................................................................................4
Windows .................................................................................6
SessionTools Rules ...............................................................................8
Modifying SessionTools ......................................................................9
Running SessionTools .......................................................................10
The Client File ....................................................................................10
Preferences ..........................................................................................12
Logo & Address ...................................................................12
Rates.......................................................................................12
Console Specifications.........................................................13
The Project File...................................................................................13
Project Order Worksheet.....................................................13
The Project Code..................................................................14
Rates, Taxes & Lockout Hours...........................................15
Project List.............................................................................16
Session Setup........................................................................16
Reel Number Generators....................................................18
Studio Supplies ..................................................................................18
Session Work Orders .........................................................................19
Work Order Numbers .........................................................20
Session Log ...........................................................................20
Supplies Log .........................................................................20
Studio Invoice.....................................................................................21
Alternate Invoice..................................................................23
Flat Rate Invoice...................................................................24
“Miscellaneous” Field ........................................................24
Work Order Request Box....................................................24
Terms & Notes Fields ..........................................................24
Invoicing Tips.....................................................................................25
Recall Sheets .......................................................................................26
iii
SessionTools Manual
iv
Table of Contents
Upgrading Recall Drawings.............................................................27
The Label Log.....................................................................................28
Studio File Numbers ...........................................................29
Project Reel Numbers........................................................................30
Updating the Tape Log .......................................................31
Special Labels .......................................................................31
Using the MultiReel Label..................................................33
Cutting Out J-cards & Labels.............................................33
The Tape Log ......................................................................................34
Generating File Numbers in the Tape Log ......................34
Listing Logged Items...........................................................35
Track Sheets ........................................................................................37
Instrument Lists ...................................................................37
Stereo Track Boxes ...............................................................37
Gear Log..............................................................................................38
TIme Sheet...........................................................................................40
Quirks and Annoyances ...................................................................42
Different Printers .................................................................42
Font Handling under Macintosh and Windows.............42
New Additions in SessionTools v2.0...............................................43
Additional Information.....................................................................52
Upgrading from SessionTools 1.x —IMPORTANT .......................54
Credits
Layouts & manual .........Bob Clearmountain, Ryan Freeland & David Boucher
Installation graphics and icons .....................................................Julio Alvarez
Installer Programming.................................................................David Boucher
Manual design, editing & production..........................................Richard Elen
Beta Testing......................................................................................James P. Saez
Patience, and then more patience................................................Betty Bennett
License Agreement
PLEASE READ THIS LICENSE CAREFULLY BEFORE USING THIS SOFTWARE. BY USING THIS SOFTWARE, YOU AGREE TO BECOME BOUND
BY THE TERMS OF THIS LICENSE. IF YOU DO NOT AGREE TO THE
TERMS OF THIS LICENSE, DO NOT USE THIS SOFTWARE AND PROMPTLY RETURN IT TO THE PLACE WHERE YOU OBTAINED IT FOR A FULL
REFUND.
The enclosed “SessionTools
™
” electronic studio management program
(“Software”) is licensed, not sold, to you by Apogee Electronics for use only
under the terms of this License, and Apogee Electronics reserves any rights
not expressly granted to you. You own the media on which the Software is
recorded or fixed, but Apogee Electronics and its licensors retain ownership
of the Software itself.
1. License. This License allows you to:
(a) Use one copy of the Software on each computer on a single local network
at a time. To “use” the Software means that the Software is either loaded in
the temporary memory (i.e., RAM) of a computer or installed on the permanent memory of a computer (i.e., hard disk, etc.).
(b) Make one copy of the Software in machine readable form solely for backup purposes. As an express condition of this License, you must reproduce on
each copy any copyright notice or other proprietary notice that is on the original copy supplied by Apogee Electronics.
(c) Permanently transfer all your rights under this License to another party by
providing to such party all copies of the Software licensed under this License
together with a copy of this License and the accompanying written materials,
provided that the other party reads and agrees to accept the terms and conditions of this License.
2. Restrictions. The Software contains trade secrets in its human perceivable
form and, to protect them, you may not REVERSE ENGINEER, DECOMPILE,
DISASSEMBLE OR OTHERWISE REDUCE THE SOFTWARE TO ANY
HUMAN PERCEIVABLE FORM. YOU MAY NOT MODIFY, ADAPT,
TRANSLATE, RENT, LEASE, LOAN OR CREATE DERIVATIVE WORKS
BASED UPON THE SOFTWARE OR ANY PART THEREOF. If The Software is
v
SessionTools Manual
SessionTools Manual
vi
modified in any way,, for example by adding or changing layouts, Apogee and its
dealers and distributors will no longer be responsible for its performance, and technical support will no longer be available.
3. Termination. This License is effective until terminated. This License will
terminate immediately without notice from Apogee Electronics or judicial
resolution if you fail to comply with any provision of this License. Upon such
termination you must destroy the Software, all accompanying written materials and all copies thereof. Sections 6, 7 and 8 will survive any termination.
4. Passwords. The Software licensed to you may contain features which are
protected by certain passwords. You are not authorized to enter, remove or
change such passwords, and only Apogee Electronics is authorized to enter,
remove or change such passwords.
5. Export Law Assurances. You agree that neither the Software nor any direct
product thereof is being or will be shipped, transferred or re-exported, directly or indirectly, into any country prohibited by the United States Export
Administration Act and the regulations thereunder or will be used for any
purpose prohibited by the Act.
6. Limited Warranty. Apogee Electronics warrants for a period of ninety (90)
days from your date of purchase that (i) the media on which the Software is
recorded will be free from defects in materials and workmanship under normal use, and (ii) the Software as provided by Apogee Electronics will substantially conform to Apogee’s published specifications for the Software.
Apogee Electronics’ entire liability and your sole and exclusive remedy for
any breach of the foregoing limited warranty will be, at Apogee Electronics’
option, replacement of the media, refund of the purchase price or repair or
replacement of the Software.
THIS LIMITED WARRANTY IS THE ONLY WARRANTY PROVIDED BY
APOGEE ELECTRONICS AND ITS LICENSORS EXPRESSLY DISCLAIM
ALL OTHER WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING
BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY
AND FITNESS FOR A PARTICULAR PURPOSE WITH REGARD TO THE
SOFTWARE AND ACCOMPANYING WRITTEN MATERIALS. BECAUSE
SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF IMPLIED WARRANTIES, THE ABOVE LIMITATION MAY NOT
APPLY TO YOU.
vii
SessionTools Manual
7. Limitation of Remedies and Damages. In no event will Apogee Electronics,
its parent or subsidiaries or any of the licensors, directors, officers, employees
or affiliates of any of the foregoing be liable to you for any consequential, incidental, indirect or special damages whatsoever (including, without limitation, damages for loss of business profits, business interruption, loss of business information and the like), whether foreseeable or unforeseeable, arising
out of the use of or inability to use the Software or accompanying written
materials, regardless of the basis of the claim and even if Apogee Electronics
or a Apogee Electronics representative has been advised of the possibility of
such damage. Apogee Electronics’ liability to you for direct damages for any
cause whatsoever, and regardless of the form of the action, will be limited to
the money paid for the Software that caused the damages.
THIS LIMITATION WILL NOT APPLY IN CASE OF PERSONAL INJURY
ONLY WHERE AND TO THE EXTENT THAT APPLICABLE LAW
REQUIRES SUCH LIABILITY. BECAUSE SOME JURISDICTIONS DO NOT
ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATION MAY
NOT APPLY TO YOU.
8. General. This License will be construed under the laws of the State of
California, except for that body of law dealing with conflicts of law. If any
provision of this License shall be held by a court of competent jurisdiction to
be contrary to law, that provision will be enforced to the maximum extent
permissible, and the remaining provisions of this License will remain in full
force and effect. If the Software is supplied to the United States Government,
the Software is classified as “restricted computer software” as defined in
clause 52.227-19 of the FAR. The United States Government’s rights to the
Software are as provided in clause 52.227-19 of the FAR.
SessionTools Manual
Other Licenses
Mindvision Software
The Installer VISE system used to install the Macintosh and WIndows versions of SessionTools is copyright ©1999 Mindvision Software.
viii
1
SessionTools Manual
Introduction
Apogee SessionTools is a complete networkable, cross-platform database
management system, based on Filemaker Corporation’s reliable FileMaker
Pro Runtime Solutions system. It is specifically designed to aid in the management of small to large recording studios. SessionTools consists of a Client
Database, a Project Database, daily Session Work Orders, an automatically
generated Invoice, an Studio Supplies file that’s linked to the Work Order for
automatic tape & disk inventory control, a Tape Library Log, a Studio
Equipment Maintenance Log, a Tape & Disc Labeling System for all common
formats, Track Sheets for common studio formats, and a set of stunning templates for many popular pieces of outboard gear, used for noting and recalling settings. Twelve or more outboard gear templates can be easily and selectively printed on a single piece of letter sized paper. We’ve even thrown in an
Employee Time Sheet that acts like a networked punch clock.
SessionTools is not bookkeeping software, but because of the unique nature
of the recording studio business, SessionTools addresses the problem of generating an invoice that summarizes multiple session work orders from a
given project. Besides calculating session hours with five different possible
rate categories plus overtime, SessionTools keeps track of billable supplies,
equipment rentals and shipping costs, plus the Invoice includes a list of titles
worked on during each session. Taxes are calculated according to local tax
regulations defined by the user. Once the daily work orders have been filled
in correctly, a perfect invoice is created in seconds by merely entering a single
project code number.
The J-card and labeling templates give your tapes, CDs and disks a professional look that will instill in your clients a high level of confidence in your
facility. The Tape Library Log makes keeping track of master tapes simple and
will give you the confidence that nothing gets lost – at least at your place!
Although SessionTools consists of databases developed within FileMaker
Pro, they run as a stand-alone program utilizing the FileMaker Pro Runtime
Solutions Distribution System. This means that you don’t need to have
FileMaker Pro to run the software, but you must keep the SessionTools database files with the SessionTools application. FileMaker’s “Layout” mode,
along with other functions for creating and altering layouts, don’t exist in
SessionTools.
2
SessionTools Manual
We believe you’ll find SessionTools can save you hours keeping track of your
day-to-day studio operations, while preventing valuable income from
“falling through the cracks” and giving all your paperwork a refreshingly
professional look.
The version of SessionTools you are holding is Version 2.0. This has a number
of additional features and modifications over the original Version 1.0. The
new features are described in the section immediately after the Installation
section so that you can go straight there if you already have the original version and you are going to update your system.
Note that there is a special procedure for updating SessionTools without losing all your existing data – see Page 54!
3
SessionTools Manual
A Word on Software Piracy from Bob Clearmountain
It is quite possible some people have obtained copies of SessionTools by
means other than purchasing them from Apogee or their distributors. They
may or may not realize that this is illegal. Now, I’m fully aware that this fact
may mean little, if anything to many people. If you happen to be one of those
unfortunate pinheads that feels stealing software is OK, I feel sorry for you. I
think you should be aware that if everyone did it, very soon there would be
no software to steal.
I’d also like to ask a question of those hackers out there that feel quite proud
of themselves for cracking copy-protection codes so someone else’s software
can be pirated or freely distributed on the Internet: How would you feel if
you had used your talents productively (for a change) and spent months, or
possibly years developing software that ended up being stolen from you so
you got next to nothing for all your work – or are you simply not good
enough to actually write software?
SessionTools was developed by myself and my second engineers, Ryan
Freeland and David Boucher, in an attempt to organize and keep track of
important data in my personal mixing studio, “Mix This!”. Over the last few
years we have been enhancing the program and have been asked by some of
our clients to make this custom software available. After giving it some
thought, we decided it would be helpful to other small studios or project studios. (We would have bought the package if someone else had developed it.)
Therefore, Ryan, and more recently David and I spent an incredible amount
of our time expanding the program so that it would benefit a wider range of
applications.
If you feel you really need SessionTools and can’t afford to pay for it, please
get in touch with me through Apogee. If you can convince me why you can’t
part with three hundred or so dollars, while you’re running a recording studio and obviously billing for its services (otherwise you wouldn’t need
SessionTools) I’ll send you a copy for free.
—Bob Clearmountain
4
SessionTools Manual
Installing SessionTools
If you’re going to use SessionTools over a network, before doing the installation you must first determine what network protocol you want to use. All the
necessary software for both Mac IPX and TCP/IP protocols will be installed
into your computer no matter which option you choose, (including the single
computer option) so you can change your mind later, but you must choose one
or the other to get the program running now. They both work equally well, but
if you’re using a Mac with a G3 processor, you should probably choose
TCP/IP because of compatibility issues with IPX.
Although it is conceivable that you could use Appletalk, we don’t advise it
because not only would it be quite difficult to network to a Windows
machine, the performance would be too slow for any productive efficiency
using that selection.
Important note: For a networked setup, the Server, or Host installation must
be done first!
If you’re not using it over a network, you need not think about the above
issues.
MACINTOSH:
Server or Non-Networked Installation
0. Insert the SessionTools Installation CD ROM into your Mac.
1. Click on the Installer.
2. When asked for the password, enter the serial number supplied by
Apogee for SessionTools for Macintosh. This is printed on the inside
cover of the manual.
3. After clicking through the obligatory logo and copyright screens, you’ll
be faced with the installation options box.
4. Check “IPX Server”, “TCP/IP Server” or “Single Computer”. For an
explanation of each option, click on the “I” icon to the right of each one.
Note: Ignore the memory requirement numbers. This installation actually requires approximately 12,000 bytes of hard disk space.
5. Click “Install”.
6. Select the appropriate Date format for your region. North America
should be “Month/Day/Year” while most other regions use
“Day/Month/Year”.
5
SessionTools Manual
7. Select the appropriate currency symbol for your region. If your country
uses a currency other than Pounds (£) or Dollars ($), select “User
Definable”.
8. Next, if you had checked one of the network options, you’ll be asked if
your facility currently uses FileMaker Pro over your network. Clicking
“No” renames your old FileMaker prefs file (if any) “Filemaker Prefs.old”
and replaces it with a new one with your new network preference. (If a
Filemaker Prefs file from a previous Session Tools installation was found,
you will be asked if you want to replace it. Click “Replace”.) Clicking
“Yes” leaves your Filemaker Prefs intact, letting SessionTools use whatever network preference you had previously set for Filemaker Pro. Click
“Continue”.
9. Next you’ll be asked where you would like an alias for Session Tools.
Clicking “Apple Menu” makes SessionTools easier to get at while other
windows are open. Clicking “Desktop” puts an alias on your desktop.
That’s it! To run the program, double-click on the SessionTools alias. Use the
buttons at the bottom of the Welcome screen to open the group of files you’ll
need to use. If you’re going to do a Satellite installation on another computer, click on “Open All Files” first.
Satellite Installation
Before doing this installation, you must have done the Server installation on another
computer on your Ethernet network first.
0. Insert the SessionTools Installation CD ROM into your Mac.
1. Click on the Installer.
2. When asked for the password, enter the serial number supplied by
Apogee for SessionTools for Macintosh. This is printed on the inside
cover of the manual.
3. After clicking through the obligatory logo and copyright screens, you’ll
be faced with the installation options box.
4. Click on “IPX Satellite” or “TCP/IP Satellite”. Your network selection
must match the selection made on the Server (Mac or Windows) computer. For an explanation of each option, click on the “I” icon to the right of
each one. Note: Ignore the memory requirement numbers. This installation actually requires approximately 3,000 bytes of hard disk space.
5. Click “Install”.
6. Next you’ll be asked if your facility currently uses FileMaker Pro over
your network. Clicking “No” renames your old FileMaker prefs file (if
6
SessionTools Manual
any) “Filemaker Prefs.old” and replaces it with a new one with your new
network preference. (If a previous Filemaker Prefs file was found, you
will be asked if you want to replace it. Click “Replace”.) Clicking “Yes”
leaves your Filemaker Prefs intact, letting SessionTools use whatever network preference you had previously set for Filemaker Pro. Click
“Continue”.
7. Next you’ll be asked where you would like an alias for SessionTools.
Clicking “Apple Menu” makes SessionTools easier to get at while other
windows are open. Clicking “Desktop” puts an alias on your desktop.
That’s it! To run the program, double-click on the SessionTools alias. Use the
buttons at the bottom of the Welcome screen to open the group of files you’ll
need to use.
Note: If, at a later date you need to change your network preference on a satellite
computer or lose your “Filemaker Prefs” file and you can’t get SessionTools open
because it can’t find the file “Welcome.STT”, click on the file “Setpref.STT” in the
SessionTools folder. This will open the Preferences menu selection and let you reset
the network preference. Once done, quit SessionTools and click on the SessionTools
Icon (or alias) to restart the program.
WINDOWS:
0. Insert the SessionTools Installation CD ROM into your PC.
1. From the Start Menu select “Run.”
2. In the dialog box that follows, select “Browse.”
3. You will be taken to a file system window wherein you should navigate
to your CD- ROM drive. Select “Setup” and press “OK.”
4. You will now see the same dialog box from Step 3. Choose “Run.”
5. The next few screens will include a confirmation that SessionTools’
installer is starting and a licensing agreement.
6. You will be prompted for Name and Company information, and for a
registration number. Enter the number printed on the inside cover of the
manual.
7. You will now be offered a default directory, “Program Files,” where
SessionTools will be installed. You can change the destination for
SessionTools if you like.
8. Select the appropriate Date format for your region. North America
should be “Month/Day/Year” while most other regions use
“Day/Month/Year”.
7
SessionTools Manual
9. Select the appropriate currency symbol for your region. If your country
uses a currency other than Pounds (£) or Dollars ($), select “User
Definable”.
10. Next you will be given five options for installation. Select one which fits
your networking needs. There are descriptions for each if you are not
sure.
11. Session Tools’ installer will let you know that it has enough information
to finish the installation. Click “Finish.” If you picked the Single
Computer Installation, skip to step 13.
12. If you have selected either the Server or Satellite installations, at some
point you will see the message: “The next screen will include a dialog
box of preferences. Please select the appropriate networking protocol for
your system.” Click “Continue.”
13. The dialog box appears and you can set your preferences for Session
Tools Networking. NOTE: You may receive an error message that
“Setpref.STT” cannot be opened because it cannot be associated with an
application. This is not fatal. Simply click “OK” and when the installation is finished, double-click on “Setpref.STT” in the “Session Tools 2.0”
folder in the destination directory to set your networking preferences.
14. Session Tools will let you know that it is finished. Click “Close.
That’s it! To run the program, click on the Start Menu and from the Program
Group “Session Tools 2.0” select “Session Tools 2.0.” There will appear a
screen that includes buttons to open the group of files that you need.
NOTE: When networking, the files must be open on the Server Computer to be
accessed from any of the Satellites.
8
SessionTools Rules
OK, we know what you’re thinking; “What’s gonna happen if I don’t follow
the rules?Are the Apogee police gonna come by and put me in ‘Session Jail’
or something?” Well, if we could… no, not really! But you’re going to want to
pay attention here because if you don’t, you’ll be very unhappy when this
software just won’t do what you want it to do!
1. The “Print” Button
It is extremely important that you always use the Print button to print your layouts
– especially the Studio Invoice, and for Labels and J-cards. Never use Command-P
(Mac), Ctrl-P (Windows) or print from the File menu.
The Invoice Print button performs a series of commands that deletes the
Project Code in the Project File, and keeps track of which Invoice format was
used. If you don’t use it, you run the risk of double-billing work orders,
because a new Project Code must be created for a continuing project after an
Invoice has been generated.
The Labels Print button fills in the “Format” box that helps you keep track of
what format J-card or label was used to print each record. This information is
also carried over to the Tape Log.
2. Navigation Buttons
It’s almost always a good idea to use the navigation buttons because some of
them automatically take you to the record that relates to the record you’re
coming from, and the proper layout. For example, the “Work Order” button
on the P. O. Worksheet layout takes you to the Work Orders and also does a
search for that particular project. In some cases no navigation button exists,
so once the file you need is open, select it from the “Window” menu. In the
Label Log, some layouts can only be accessed via the Layout Menu Button on
the upper left corner of the FileMaker screen.
SessionTools Manual
3. Server Files
As stated in the Installation section, the master files, “Client”, “Invoice”,
“Label” etc. must only exist on one computer on your entire network. In other
words, you must only do the “Server” installation once on one computer on
your network. All other installations must be done using the “Terminal”
installation. If you don’t do it this way, your files and SessionTools will be
hopelessly confused.
4. Don’t Ever Delete...
...record number 1 from the Tape Log file. It contains the File Number
Generator.
...record number 1 from the Gear Log file. It contains the Trouble Alert indicator image. If you do accidentally delete it and the Trouble Alert indicator
won’t work, open the file from FileMaker Pro (see below), get into Layout
mode, switch to the Trouble layout, copy the red Trouble Alert image, switch
to Browse mode, go to record no. 1 (or create a new one if there are no
records) and paste the image into the Trouble On field. Do the same for the
Trouble Off image.
…record number 1 from the “Prefs” file (other “sample” records can be deleted).
5. No Whining
Once again, we won’t send the Apogee Police – for this we get Kenneth Starr
to open an investigation: his most significant one to date.
Modifying SessionTools
A few SessionTools users have asked if there was a way to modify the layouts
to suit their individual needs. Until now, they were out of luck. Although
Apogee doesn’t recommend this, and will not repair or support a copy of
SessionTools that has been modified, this version is completely modifiable. Here’s
how:
1 If you don’t already own it, buy a copy of FileMaker Pro (version 3.x or
later) from your favorite authorized software dealer.
2 Study the “Layout” section of the FileMaker manual carefully. If you don’t
have the manual, throw out your pirated copy of FileMaker Pro and go back to
Step 1.
3 Quit the SessionTools application, if it is open.
4 Start the FileMaker Pro application.
9
SessionTools Manual
10
SessionTools Manual
5 Open the SessionTools file you wish to modify from the FileMaker start-
up dialog box, or with the “Open” command in the file menu if FileMaker
is already running. You won’t be able to open the individual SessionTools
files in FileMaker by clicking on their icons.
You can now enter Layout mode and modify to your heart’s content at your
own risk! And now a few words of advice:
Make a backup copy of the file you’re modifying first, in case you accidentally mess
things up beyond repair. Remember that there’s no “Save” command in FileMaker changes to the layout overwrite the file as you make them - there’s no going back!
REALLY IMPORTANT!: Don’t even think about modifying the scripts or field definitions! Most of them are extremely complex so if they’re changed, SessionTools will
most certainly fail. Apogee can not, and will not, be responsible for any modified copy
of SessionTools – particularly one that has modified scripts or field definitions!
Running SessionTools
To start SessionTools on the server, double-click on the SessionTools application icon. The Welcome screen will appear.
To open the other SessionTools files, select an appropriate group of files with
the buttons at the bottom of the screen.
Once you have the Client file open, you may select other groups of files from
the Clinet File’s “Scripts” menu.
Client File
The Client File is simply a database that contains basic client/contact information and is fairly self explanatory. It also includes fax cover sheet and letterhead layouts, accessible with the buttons at the top of the screen.
Additionally there are print layouts for printing envelopes, client lists or
mailing labels. Always use the buttons to switch to and from the Envelope
layout (available from the Letterhead layout) because it adjusts the Page
Setup for edge-fed envelopes. The Project File (see below) uses the Client field
as a match field for finding client information. During such a search,
SessionTools stops at the first occurrence of a name, so you will not be permitted to enter a name that is not unique. For a company that has offices in
11
SessionTools Manual
different cities, enter this information as part of the client name, like
“Columbia, NY” or “Warner Bros, LA”.
The Sort Code field is simply a convenience for any specific type of sort you
may need to do. For example, you might go through the file and put an “X”
in the Sort Code field on each record with a client that you wish to send a
Christmas card to. A subsequent search in that field for “X” will bring up all
such records.
The Client File has buttons that will take you to its Fax and Letterhead layouts. For convenience, the From field in the Fax layout displays a pop-up list
of every name that has been entered in all the other records in the file, with
duplications eliminated.
Navigation
The Client File can also act as a master menu page for SessionTools, because
it’s the only one that has navigation buttons to all the files, except Drawings
that can be gotten to via the Recall file. Keep in mind that once all the files are
open, they will all show up in the “Window” menu, although navigating that
Loading...