Data entry

The Data Entry module included in the WinCross installation as a separate module allows basic data entry and data verification. Data can be exported into ASCII single record fixed (*.txt), comma separated (*.csv) and SPSS (*.sav) type data. Formats can be set up using variable or record/column type formats.

The Data Entry menu bar appears below the WinCross Data Entry title bar. To access a menu item, click the desired item.

The File Menu

File|New - Creates a new Variables Format (*.svy) file. The Variables Format file contains the format information for the data file(s).

With the Data tab selected, choose File|New to create a new data file (*.tag).
You are prompted to name and save your new file upon opening:

File|Open - Opens an existing Variables Format (*.svy) or Data (*.tag) file.

Note: Select the Variables tab to open a Variables Format file (*.svy) or the Data tab to open a Data file (*.tag).

File|Close - Closes the currently opened Variables Format (*.svy) or Data (*.tag) file.

Note: Select the Variables tab to close a Variables Format file (*.svy) or the Data tab to close a Data file (*.tag).

File|Save - Choose File|Save to update and save your current file.

Note: Select the Variables tab to save a Variables Format file (*.svy) or the Data tab to save a Data file (*.tag).

File|Save As - Saves a file with a new filename.

To save your work, click anywhere within the File name: field, then enter the desired filename. Your file will always be saved as a Variables Format (*.svy) or Data (*.tag) file type.
Click Save to save the file displayed in the File Name: field.

Note: Select the Variables tab to save a Variables Format file (*.svy) or the Data tab to save a Data file (*.tag).

File|Export - Exports your data to an ASCII single record fixed (*.txt), comma separated (*.csv) or SPSS (*.sav) type data file.

You have the option of merging multiple data files together and exporting into one output file by selecting multiple files and clicking the Add button or double-clicking the filename. Either option adds the filename to the Input file names box.
To remove a selected file from the Input file names box, select Delete.
Enter your output filename in the Output file name: field and select a File format (ASCII fixed, comma separated or SPSS).
Click OK to save the new exported data file.

File|Exit - Closes the Data Entry dialog box.

The Edit Menu

Edit|Undo - Will "undo" the last change only.

Edit|Redo - Will "redo" the last change only.

Note: Edit|Undo/Redo are only active on the Variables tab after a row has been inserted/deleted or cut/copied or pasted.

Edit|Cut - The selected information is removed and temporarily stored in the clipboard. Alternatively, you can right-click and select Cut.

Edit|Copy - The selected information is copied and temporarily stored in the clipboard. Alternatively, you can right-click and select Copy.

Edit|Paste - Inserts (paste) the contents of the clipboard. Alternatively, you can right-click and select Paste.

Note: Edit|Cut/Copy/Paste are only active on the Variables tab when one or more rows are highlighted.

Edit|Insert rows - Inserts a new row before the highlighted row. Alternatively, you can right-click and select Insert rows.

Edit|Delete rows - Deletes the highlighted row. Alternatively, you can right-click and select Delete rows.

Note: Edit|Insert rows/Delete rows are only active on the Variables tab when one or more rows have been entered or an existing variables file (*.svy) has been opened.

Edit|Search - Searches for a record, at least one of the data fields must be defined as a key field.

To activate Edit|Search click on the Data tab. An existing data file (*.tag) must be open or a new data file must have been saved for this function to be active.
Select Edit|Search (a checkmark will indicate this function is active).
Enter the key data that you are searching for in the key field and click Enter.
The record that matches your search criteria will be returned with a warning box stating that the record exists. Click OK in this box.
If no record matches your search criteria, a warning box stating that the record does not exist is returned. Click OK in this box.

Note: If multiple key fields exist, the Edit|Search function will only return data that matches all key fields.

Edit|Delete record - Deletes the active record. Use Edit|Search to locate the record to be deleted.

The Tools Menu

Tools|Order options - Identifies the location of the output sequence of each variable by an output sequence number or a column/byte location.

Output sequence - Identifies the location by an output sequence number assigned to each variable.
Column/byte location - Identifies the location by the column/byte location of each variable.

Note: The Tools|Order options menu item is only active on the Variables tab.

Tools|Orientation options - Specifies how data is entered, Vertical or Horizontal format.

Note: The Tools|Orientation options menu item is only active on the Data tab.

Tools|Apply defaults - Applies defaults to the Entry sequence, Output sequence and Column/byte location variable fields.

Entry sequence and Output sequence - Renumbers the sequence in ascending numerical order.
Column/byte location - Updates the column/byte locations if any field sizes were changed.

Note: The Tools|Apply defaults menu item is only active on the Variables tab.

Tools|Unverify records - Unverifies all records that were previously verified.

Note: The Tools|Unverify records menu item is only active on the Data tab after at least one record has been entered and verified.

The Mode Menu

Note: The Mode menu is only active on the Data tab. A checkmark next to the item indicates that it is the active menu item.

The mode menu allows you to switch between data entry and data verification modes.

Mode|Data Entry - Allows you to enter data defined in the variables format {filename}.svy.

Use the Enter or Tab key to move between variables. The Enter key will also take you to the next record if selected at the end of the current record. The bottom of the screen will display how many records have been entered in the file and key information for the last record entered.

Mode|Verify entry - Allows you to verify data previously entered in Data Entry.

Displays the number of records verified, unverified and re-verified as well as the active record number.
If there is a discrepancy between what was entered in the data entry phase and the data being verified you will receive a message that gives you the opportunity to select which data will be saved.

The Reports Menu

Reports|Column/byte positions - Produces the following report showing the column/byte positions for all variables created in your Variable Format file (*.svy):

The Help Menu

Help|Contents - Provides you with online help using the Data Entry menu items and toolbar buttons.

The Data Entry Toolbar

Each button on the Data Entry toolbar is described below:

New; represents File|New.

Open; represents File|Open.

Save; represents File|Save.

Cut; represents Edit|Cut.

Copy; represents Edit|Copy.

Paste; represents Edit|Paste.

Undo; represents Edit|Undo.

Redo; represents Edit|Redo.

Help Contents; represents Help|Contents.

Setup Variables Format

To create a new Variables Format file (*.svy) select the Variables tab and then select File|New. You will be prompted to name and save your new file upon opening.

Use the following steps as a guide for setting up your variable format:

Select the sequence in which your data will be entered (optional). If you do not enter a sequence number, it will be automatically assigned by row number as you enter information in other cells.
Select a name for your variable. For example, AGE. Variable names must be upper case. If you enter lower case it will automatically change to upper case when you move to a new cell. Defaults of VAR00001, VAR00002, etc. will be assigned if no variable name is entered.

Note: There are some restrictions for using special characters in variable names. The dash character “-“ is not a valid character in a variable name.

Type in a label for your variable (optional). The label will usually be the question text. For example, What is your age?
Select yes/no for tab stops for entry/verification (default = no).
Select the type of data that will be valid for this field (integer-blank filled, integer-zero filled, float-blank filled, float-zero filled or string).

Note: For decimal formatted responses, use float-blank or float-zero filled.

Select the size of the field - range 1 or higher (default = 8).

Note: The maximum field width for integer type fields is 10 characters.

Select the valid values for the field.
Select where in the output sequence this variable will appear (default is entry sequence).

Note: If you will be creating multiple data sets, the output sequence must be the same for all files that will be combined in the Export process.

Display the entry of this variable in data verification mode (default = no).
Select to require data verification for this variable (default = yes).
Identify this field as your “key” field.

Note: A key field is not required, however, at least one field must be defined as a "key" field to use the Delete, Reverify or Search menu items.

Indicate if you would like a break in this field. A break is a red line that will appear after this variable and before the next
Select a constant value for this field (optional). Common constants are values that will be repeated several times in multiple records.

Follow the steps above for record/column format replacing output sequence numbers with column/byte assignments.

** This feature is not available in WinCross Runtime version.