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A Simple Filing System

The BaylaDex stores data on your smart device organized by Items within Categories for quick and easy lookup. Create your content, organize it in a way that makes sense to you, and then easily find it when you need it.


Categories and Items

The BaylaDex uses Categories and Items much like folders, except it stores the content you create in an encrypted database on your device. By organizing at two levels - first by Category, then by Item, it makes it easy to find the content you need.

The content is associated with the Item, and is generally text, but you can also associate a photo with it. Just swipe horizontally to toggle between the text or the photo.

You can create Categories, or Items within Categories, very easily. You then create the text that goes with an Item. For example, you may have a Category called TRIPS. That Category may contain an Item called NEWYORK18, which contains notes about that trip. To find it, you would use the Category pull-down to select TRIPS, and then the Item pull-down to select NEWYORK18. Your notes about that Item would display in an editable text box.

If the Item itself is more complex, you can make it its own Category, and then create Items within that Category. It all depends on the organization that you require.

Out and About

The Cloud is a very mysterious and unseen place. When using it, your data is miraculously transported to this place, where it magically awaits your summons to return. It then falls like a heavenly mist into your waiting device, except when it doesn't, or when it takes its own sweet time, or when you don't have a signal.

The Cloud safeguards your data someplace other than your device, which is awesome for retrieving information after you lose your phone. But sometimes a fast, local database is just better, quicker, and easier, especially when you need that one critical piece of information.

"Where did I put that serial number?"

It's in the BaylaDex, under Category xxx, Item yyyy.

Content is King

Whether or not your data is turned on, you can always open the BaylaDex and locate content, or create new content. In addition, if you are connected you can share content with another BaylaDex user, encrypted or unencrypted, or save as a text file to open in Excel.

Typically you will create content in the BaylaDex itself. This involves creating an Item under an existing Category, and typing in text that describes that Item. You may also associate a photo with the Item. The most important aspect, besides the content itself, is organization. You understand best how your content should be organized, but it still requires some thought to plan how your organization should look in the long run.

The level of detail that some information requires in order to effectively organize a topic might warrant more Categories than a simpler area of information.

Import from Excel

Carrying a smart phone is largely for the convenience of mobility, but it is equally important to have ready access to your data. Sometimes getting that data together is done more easily at a PC than a cellphone.

For example, assume you need to compile a series of descriptions, grouped by types, for a geology outing in the middle of nowhere. Given time beforehand, compiling that list in Excel at your PC might be difficult, but doable. Trying to compile it on your phone would be ridiculous.

A more sensible approach would be to create the list in Excel such that it is already in BaylaDex format, so you an easily import it into Categories and Items in the BaylaDex, and even share the list with other BaylaDex users.

Once the data is preassembled in the convenience of your office, and imported into the BaylaDex, it will be available under possibly harsh and connectionless field conditions.

From Excel to Android

Like any technical process, creating a file in Excel and importing it into the BaylaDex may seem daunting, but it is actually fairly simple, and given practice, will become second nature. The following takes you through all the steps.


Create the Excel File

To create a file in Excel for import into the BaylaDex the file structure is critical. The steps for creating the file using Excel are as follows:

  • 1. Create a new Excel worksheet
  • 2. Enter these headings: CATEGORY, ITEM, DESCRIPTION, ACTDATE.
  • 3. In each subsequent row enter a Category and Item in the appropriate column, maximun 12 characters each.
  • 4. The Description is your content. Use the Excel editing box at the top of the screen, and expand its height for better readability.
  • 5. For each row enter a date under ACTDATE, in the format 12/25/2014.
  • 6. Save the spreadsheet as a csv file using the File, Save As menu in Excel.
  • 7. Save the file as bd_nnn.csv, where nnn is your choice.

The file is now ready to send to your device. Note that you can have many duplicate Categories, but Items must be unique within a Category. You can have duplicate Item names in different Categories.

There is no definitive limit as to the length of the Description, which is your actual content. However, if it is very long, you may want to consider breaking it into more Items, or even new Categories.

Email File to BaylaDex

The steps to email the file are shown below, but you can use whatever means you are comfortable with to move the file from your PC to your smart device. In the end, the file must end up in this folder on your device:

Android/data/baylapublishing.bayladex/files/import/

It must be named like this: bd_nnn.csv, such as bd_myimport0813.csv

Instructions.

  • 1. Name the file bd_nnn.csv, all lower case (replace the the nnn as desired).
  • 2. Email it as an attachment to your Android.
  • 3. Copy or move the attached bd_nnn.csv file from the Download folder to this folder: Android/data/baylapublishing.bayladex/files/import/.
  • 4. From the BaylaDex Filer screen press the Import pulldown. All available files should be listed.
  • 5. Select the desired file. It can now be imported into the BaylaDex.
You are now ready to import the file into the BaylaDex.

Import

An import file with the correct structure and name must be in the import folder on your device. To verify, you can use a file manager app to navigate on your smart device. The required location of the file is:

Android/data/baylapublishing.bayladex/files/import/bd_nnn.csv

If it is in the correct location, and is named properly, it should show up in the Filer screen Import pulldown. To import it into the BaylaDex:

  • 1. Go to the Filer screen. Indicate if encrypted. Only files of the type specified will be shown.
  • 2. Select a file from the Import pulldown.
  • 3. Select Replace or Skip. Replace overwrites any existing Category/Item combinations. Skip leaves them intact, but adds any new ones.
  • 4. Press Import. The file is loaded into the appropriate Categories/Items.

A message should appear indicating how many records were processed.

Conclusion

You can create all of your content within the BaylaDex itself, but sometimes it is convenient to work with your data on a PC. In this case, you can create a file from Excel, and save it as a csv file for importing into the BaylaDex.

When importing a file into the BaylaDex you can specify whether to overwrite or ignore existing records, so it is an easy matter to incorporate files from others into your own BaylaDex without deleting your existing data.

For this same reason, it is easy to share your content with another BaylaDex user, and the data can be encrypted or unencrypted. Just send them the file, tell them the password, and they can import your data. It will have to be stored in the correct location on the Android device for the import to work.

About

Sometimes you just want access to plain text information organized in a simple database on your phone or tablet.

With the BaylaDex you create content as plain text information and organize it into Items within Categories. Associate a photo if desired, and create and import content from Excel.

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