Greg Tuite

I use a multiple table (formerly multiple file) structure to track work on a matter. For years I have archived that matter by "exporting" the data into the file via a number of lookups to pull the data from multiple tables into the archive file. This stored the data in a static format since we wanted it to show accurate information at the time of archiving. That data would not change. I would then delete the matter from the active matter database. If we were done with our client (all their matters were completed) we would delete that person as well. After reviewing comments in this forum it appears what I should have been doing was marking the matter as "completed" and the client as "inactive" instead of exporting the info and deleting it. In other words I should have been doing a "soft delete". I am trying to figure out how to make a matter "inactive" and make sure that I freeze the information pulled from the other tables at the time it becomes inactive. If the person moves after I have archived the completed matter I don't want the person's new contact info to go into the archived matter. But if the matter is still active I do want it to show the current and up to date information as it changes. I have attached a copy of the graph from my former archiving structure. Also is there a sample file out there that shows the implementation of a "soft delete" so I can see it in practice.

Yep. Got the viewselectedchild process figured out. I knew that I was missing something, and it turned out to be that the "field" used to display the selected record was actually two fields within single row portal that had portal filtering active using the variable in the calculation. Then the "set variable" script made sense and everything worked. I'm going to try both suggested solutions over my local network. Thanks again for the guidance.

The one suggested by eos on a single machine. I have opened the viewselectedchild file suggested by comment, but I have not been able to adopt it yet. I admit that I don't understand it yet because I have not worked much with variables. My solution was initially built with FMP 3.0. I understand the fields and the relationships but I don't understand who using a script to set the variable leads to the result that the elected record is displayed. I'm also not sure if I am defining the variable correctly with the fields in my solution. Also the ID fields in the viewselectedchild file numbers and are text in mine so I'm not sure if the that has an effected either. I'm sure that with time and experimentation I will figure it out. Also, when I open the viewselectedchild file in FMP 13 Advanced a number "4" appears on the left side of the field in the portal both in browse and layout mode. Didn't show up in FMP 11 so I'm confused by that too. Ah, I love a challenge that leads to knowledge.

Yes - this is a multiuser (10 or so) deployment over a local network using FileMaker Server 12. I tested the suggestion on my individual machine and not through the server so I appreciate the additional input.

Works like a charm. Thanks.

I have a table titled Matters and a second table titled Notes that relate to the individual matters. I have created a portal in Matters that displays an abbreviated version of the notes that looks somewhat like the the individual email list in Mac Mail. I would like to be able to select a individual note in the portal that then displays the complete contents of the note in a "note content" box next to the portal - similar to what happens when you select the individual email. If you put a field in the "note content" box it displays the content of the most recent related record. I'm thinking that the result I want could be scripted with a button over the portal row that would use the GTRR step, but I wanted input on whether this would be the simplest way to do this. I used to do this by creating separate layouts and using GTTR but I'd like to stay on the same layout if possible. Thanks for any suggestions.

Thanks for the response. I had a similar feeling about Events. I currently have a table called case notes that tracks out notes and communications regarding the file. I could keep that the same and create a "Tasks" table that tracks things that need to be done and are done with the Matter.

Let me add a little more info. Clients - Table hold info about each client: name, address, dob, gender etc., Matters- date of injury, how injury occurred, case number, claim number. This will vary by type of legal matter, Adverse Party - the legal entity, person or agency that is on the "other side" of the matter, Insurance Company- the insurance carrier that provides coverage to the adverse party. They have adjusters who handle the claim for the company, Law Firms - represent the adverse party in court. They assign an attorney to handle the matter, Hearing Sites - whether the matter is venued - a particular place, often a courthouse. A hearing officer (or judge is assigned to hear the matter), Litigation costs - cost incurred that the client pays to proceed with the matter - medical records, investigator expenses, Damages - individual medical bills from different providers, periods of time lost from work while recovering for injury, Events - this covers notes made to the file form communications, deadlines, tasks, to-do items. (Don't have this now - only have a "case notes" table to track, Contacts - a table with a list of people who may be involved - doctors, hospitals, vocational personal. A directory of people and organizations.

I originally started a version of this ERD in 1990. There is no more Claris Works on Mac OS Lion to open it with so I'm starting fresh. Actually I am currently using a multiple file database to track information in a law firm that is based on a similar structure, but I have decided to redesign it with FMP 12. After pondering this for a number of days I have come up with the structure in the attached diagram. I know that there are other ways to do this, but this is what my brain comes up with. I would appreciate any input or questions. We use this to track clients, their court dates and court venues, the adjuster and attorneys who are assigned to the file, the expenses associated with the file, and case notes that describe contacts with clients, doctors, attorneys. Multiple forms and letters are produced. I want to add in a "tasks" function that associates "to-do" items to the matter. Again, thanks for taking a look. GTA ERD.pdf

The company and field office stays the same so will use a relationship. I had been thinking too long about how to structure the tables, but now it seems clear to have one for matters, one for insurance companies and one for adjusters.

I am reworking a database in FM12 that was originally designed in FM3. I'm going to start from scratch. Part of what I plan to change is to use a table as a reference to add data to two fields on my main table through value lists. Main table = Matters 1 Matter has 1 insurance company assigned to it 1 Matter has 1 adjuster assigned to it (The adjuster works for the insurance company at one of it's field offices) 1 insurance company has many field offices 1 field office has many adjusters working there, but the adjuster only works at one field office The fields on the Matter I want to enter info are: Insurance Company, address, phone fax Adjuster name, direct phone, e-mail I used to have a table with a relationship between matter and adjuster. I had a separate table with insurance companies and had a relationship between adjusters and insurance companies. Therefore when I entered the adjuster the insurance company info world come with it. The problem I had was twofold. Adjusters change companies a lot and often go to work for competitors so its hard to keep the data properly updated. Their former files may be transferred to a number of different adjuster. Insurance companies don't change much (unless they go broke or are bought up) so I want to make that the but they have a lot of different claims offices. I'm trying to think of the best structure for this in a FileMaker and value list format. Thanks.