Library List

The Library is used to store specifications which might be used from one project to the next. It is primarily organized by the Vendor, whereas the Specifications file in a project is organized by the Spec ID.

Fields

Commands

Editing Forms (Overview)

Key Concepts

The Library is usually used for "master lists" that are maintained by a company librarian and used to keep official pricing for standard items. If all you want is to re-use existing specs in a new project, you can import them from another project as well as the library (see "Importing Specifications").
The Library is purely manufacturer-oriented and its data is identified by unique combinations of Vendor ID + Catalog/Model #. It does not have a "Spec ID" field, since this is a project-specific field. If you wish to create a standardized "library" of specs (or objects) with pre-assigned Spec IDs (or Tags), simply create a special project to contain these instead.
Specifications in the library can be marked as prototype templates, allowing you to add specs to a project with boilerplate text or other items pre-filled.
When you import a library specification into a project, the specification is copied, not linked. Therefore, any changes you make to a library spec will not change any projects.

If you wish, you can update a spec copied from the library by going to the spec in the project, then using Edit> Import to import the library spec again. Note that the system protects critical project spec fields (such as price) from being overwritten unless you choose otherwise during the import process.

Library Fields

This data is almost identical to that for Specifications, except that there is no "Spec ID" field. For this reason, you should refer to the Specification List section for information about each shared field, except for the prototype-related fields:

Use as a prototype template

Select this check-box to enable this library spec to be listed as a prototype on pick lists that show only prototypes. See "Importing Specifications" for how this might be used.

Although you can enter any data into it that you want, a prototype spec is typically set up with the "TBD" vendor and includes labeled placeholders (or "reminders") for description items common to that product type (like "Repeat:", "Switch type:" or standard pieces of text (e.g., fire-resistance requirements). With some planning, you can also "overload" a template with items that may not always be needed but can be deleted after the template has been copied.

Use as a placeholder...

When you create a new object and do not have an existing spec to attach to it, you have the option (recommended) of attaching one or two "placeholder" specs that can be detailed later with the actual product spec. Since the typical Spec ID starts with an abbreviation for the product type (like "COM" or "FAB"), you can enter one or more typical abbreviations for that product type in this list and any specs created as placeholders while adding a new object will use the prototype instead of being created completely blank. Please note that when creating objects this way, you can also choose not to use the prototype. See "Adding a Specification to an Object" in the "Creating Component Specifications" section for more about this).

If you don't use this automatic approach, new specs can still be pre-filled with a prototype by using the regular specification Import command, as mentioned above.

Library Functions

The library function buttons include these:

Add Edit Clone Delete Query Print

Add	Used to add a new specification to the list. Choosing this command will create a blank record on the screen. You will then need to select the Vendor ID and catalog number for the new item. The system will check these to make sure the combination does not already exist. If they are valid, you can enter the rest of the information for the specification. To cancel the Add command, press [Esc] or use the Cancel button. Once you have entered the desired information for the record, click on the Save button or press [Alt-S] to save your work and leave the editing mode. All new records will be indexed automatically so that they will appear in their proper place in the database. Like the Specifications screen, the Add command has an Import option that allows you to import a library spec from a project. You can use this to build a standardized list of approved products or of prototype templates (in the latter case, by removing project-specific entries to leave generic boilerplate applicable to all specs of that type).
Edit	The Edit command is similar to the Add command, except that you are working with an existing record. The Edit command always acts on the record currently highlighted on the screen, so if you wish to edit some other record, use the up and down arrow keys or the Query command to highlight the desired record first. Changes you make to a library record will be reflected only in the library. Library specifications are always copied when they are used and no permanent link is maintained between the library and any project specifications. Once you have made the desired changes, click on the Save button or press [Alt-S] to save your work and leave the editing mode. To cancel the Edit command, press [Esc] or use the Revert button.
Clone	Use this command is used to create a new library entry from a copy of the currently highlighted library on the library list. This is useful when you want to create variations on a basic product, such as different finishes. When the command is chosen, you will see the Library editing screen with all of the information copied. After changing the "Catalog #" (typically), you can change any information on the screen. To cancel the Clone command, press [Esc] or use the Cancel button.
Delete	The Delete command is used to permanently remove a library specification from the system. If you choose this command, you will be asked to confirm your choice. While using the list at the top of the screen, the shortcut for the Delete command is the [Del] key (this key works on text as expected when you are actually editing text entries). Note: Deleting a specification from the Library will have no effect on specifications in projects, even if they were copied from the Library.
Export	Use this function to create files, in a choice of formats and level of detail, containing all the items in the Library. The format you choose and the level of detail will depend upon how you plan to use the data. If you plan to send the library data to another FF&EZ system, be sure to select the "FDA" format, since this is the format that FF&EZ uses for data transfer and is the only one that can handle the Library's variable-length description field. See "Exporting Data."
Import list	Use this function to import a set of library items, using the FF&EZ Data Archive (FDA) format, from another FF&EZ program. The import will check to see if the combinations of Vendor ID and Catalog # in the import file exist, and if one does not, it will add it to your library, otherwise it will update the existing record. Vendors that do not yet exist will be created automatically. For both types of data, you will be asked to confirm the replacement when the incoming record is older than your matching existing one. See "Importing Data."
Query	When you choose this command, the system will display the Query Form. This command is used to limit the display (and subsequently, reports) to library items that meet certain conditions. For more information, see the Query Form topic. You can close the Query form by pressing [Esc].
Print	This function displays the Reports Form, on which you can select and print reports specific to this form. For more information, see the detailed descriptions and procedures about reporting elsewhere in this document.

To save time in using commands (and the system in general), be sure you are familiar with the various keyboard and mouse shortcuts that are available to you.