New Approach to Database Software

It’s not often that I get excited about software, but a new database management program has me on my feet.

Approach for Windows from Approach Software of Redwood City, Calif., is both easy to use and powerful. That’s a rare combination when it comes to database software. The program runs on an IBM compatible PC with Microsoft Windows.

Database management software is typically used to store, manage and organize information. A database can be a mailing list, sales leads, invoices, personnel files or just about anything else. Some databases, such as an address and phone list, can be very simple. Others, such as a company’s sales by region report, can be complicated. Some databases are used just for text while others involve mathematical functions.

Most powerful database programs, including dBase IV and Paradox, require you to enter programming codes to perform sophisticated operations. Approach doesn’t even have a programming language. Instead, you create your database structure, input screens and reports by pointing and clicking with a mouse. The program does allow you to create “macros” that automate frequently repeated tasks.

Most easy to use and moderately priced database programs only let you work with one file at a time. These are called “flat file” database managers. Approach, a relational database, allows you to access data from several files at a time.

A corporate travel planner, for example, could examine an employee’s travel records in one database and automatically look up the employee’s home telephone number stored in a personnel database. The other file could even be on a different computer linked via a local area network (LAN).

What’s more, the other file doesn’t have to be created by Approach. Approach works with files created by dBase, Paradox and Oracle SQL. You could use Approach to query a colleague’s dBase IV or Paradox file even while the person is accessing the same file, assuming, of course, that you have access privileges.

A powerful relational database is important to power users in corporations and large agencies, but many people just want a simple way to manage lists. Approach is fine for that as well. It took me about 10 minutes to create a personal address and phone directory. Trust me, I’m no genius when it comes to database management. It was equally easy to create some simple reports and mailing labels. The software is pre-programmed to print the popular Avery mailing labels.

Creating a relational link (called a “join”) between two files is also easy. You just open both files and use your mouse to highlight the fields--or group of characters that form a piece of data--that you wish to join.

Almost all database programs require you to create fields. One field might be used for a person’s first name, another for the last name, a third for a phone number and so on. With Approach you can create fields for text, numbers, calculations, date, time, pictures or memos.

You can also create Boolean fields such as a “yes/no” check box. Memo fields allow you to enter free-form paragraph-style text as if you were using a word processing program. A picture field can be used to enter a graphic, including a scanned photograph.

Once you’ve defined your fields, you use the mouse to design an input screen, called a form. Approach has simple drawing tools that allow you to dress up the forms. You can also import graphics such as a company logo.

When you’re done designing the form, you use your mouse to press the Browse icons and you’re ready to enter data. You can search the database by pressing the Find icon or use other icons to move between records.

Creating a report is similar to creating an input form. As with forms, you can also use drawing tools or imported graphics.

Approach for Windows requires an IBM compatible with a hard disk, 2 megabytes of memory and a 286 or higher CPU (I recommend at least a 386SX). The program has a suggested retail price of $399 but will be available at an introductory price of $149 until June 30.

The product is expected to be available by the end of March. Approach Software can be reached at (415) 306-7890.

Computer File welcomes reader comments but regrets that the authors cannot respond individually to letters. Write to Lawrence J. Magid, P.O. Box 620477, Woodside, Calif. 94062, or contact the L. Magid account on the MCI electronic mail system.