One of the key concepts in understanding how a database program like FF&EZ works is the difference between being "document-oriented" and "data-oriented." Documents are the final product of the effort you spend in putting together all the information about a project — that is, the "documentation." However, when using a database, it is a mistake to keep thinking in terms of "creating a document" when what is needed is to create the data and then let the software create the documents for you. Here are some comparisons that may help make this more clear:

Document-Orientation

Data-Orientation

...believes that a sheet from a design document (for instance a project book) is created by entering the information about the vendor, item description, item quantity and location into it. The next sheet is done the same way, unless you can copy and paste some of the information, like a room name.

...understands that a project book sheet is created by summing the occurrences of an item in project rooms, then pulling information about the room and its room count, the products used and their quantities needed, the vendors of the products used, and the project's name and address. This is accomplished automatically using natural links to the files where that information is stored.

...believes that changes are made directly to the document or screen at which they are currently looking.

...understands that changes are made to the source of what they are looking at.

...believes that data is entered and then copied if needed.

...understands that data is entered one time and then linked together so that it automatically repeats as desired.

...believes that changes made to a data screen only affect that screen.

...understands that a change to the source will flow through the system to whatever is linked to it.

...believes that changes must be made in each place that the original information appears.

...understands that changes can be made to both the content of data and to the links used to connect related data together.

...makes a change and is surprised that the change showed up in many places.

...expects changes to be propagated to all items that link to the changed item.

...using a database seems to be more complex or more involved than necessary. Can sometimes be heard mumbling "...just git'er done!"

...using a database gives them a feeling of complete control over not just the documentation process but over many tasks that used to be major headaches or even impossible to do.

It can be frustrating (especially if you are a "type A" personality) that you cannot fix a typo or enter a price change directly on the screen or "document" that you are looking at, and must instead find the proper place to make the change. However, once you understand the logic of "data-oriented" thinking (and it is very logical), you will never want to go back to a document-oriented way of working. The benefits of knowing that your change will always appear in every document for a project, that the same data can be reassembled in multiple formats and the future benefits of being able to easily re-use properly organized data will far outstrip the short-term gain of "instant" corrections.