Just the latest facts please! Help?

[Mark_W]

Okay, Here

[Geeksharka]

The solution lies in using related tables instead of repeating fields. Related = good, repeating = bad.

Add a 'diary' (notes, history) table. Each record in it represents an entry. Set up a portal showing related entries in the Customer table. Set up the portal to allow creation of related records (entries) from the Customer table and you're good to go. The user will be able to add entries/notes about any Customer directly from the Customer layout. Set the portal size to show the latest 2 or 3 entries. Users can scroll through all of then if they like, or (with a script), you can have the system print out a Customer History with one click.

[LiveOak]

Table = File in FM.

-bd

[Mark_W]

Many thanks Sharka! That solves half my dilema. I need to display the latest entries not the first ones. Will this method show the MOST RECENT related records without having to scroll down a long list? Also, It seems to allow altering entered data in the Customer file, but how would the user enter a new diary record (i.e. create a new record in the Diary file)

PS Martha's Vineyard is a beautiful part of the world. I'm very envious.

[Kundinger]

Hello Mark,

If you send me your e-mail address, I will e-mail you a sample file I created that shows how to 'append' data to fields. This is only one idea on how to implement a 'history'. There are many other ideas on how to accomplish what you want. I personnally prefer to use a related file that has a record for every

[Geeksharka]

Hi Mark,

Will this method show the MOST RECENT related records without having to scroll down a long list?

Yep, no problem. You can set any portal to sort as you want it to. Make sure each entry has a auto-enter serial number, or a date and time field, and then sort by the field of your choice so that the most recent entries show up on top.

[Mark_W]

Hi Bob

Thanks for the help. I've just about figured out using a related records portal to display a list of diary entries but I would be very interested in seeing how to display them in reverse entry order (ie. latest entry first). I would be very grateful if you could email me your example file. My address is [email protected]

Many thanks in advance

[Vaughan]

In the related records, make a creation date field. Just sort the portal based on creation date, descending.

[Mark_W]

Hi again Sharka.

Sorry to appear totally dense, but I'm VERY new to filemaker. Could you show me a step by step, Janet and John guide to setting up a date field in the related records file and then how I use this to sort the diary entries into descending date order. Everything else you have told me makes sense, and I've got this working but this sorting problem is hard going.

Regards

Mark

[Geeksharka]

Hi Mark,

No problem. I also posted an attachment with this solution in the Sample Files thread.

Step 1 is to create a DateCreated field in the related (child) 'diary' file's records.

Step 2 is to set the portal in the original (parent) to sort by that DateCreated field.

STEP 1

Go to the child file (diary entries).

Select Define Fields from the FILE menu

Add a new date field called DateCreated

Select the 'Options' button while still in the Define Fields window

Check the option to auto-enter the date in the Auto-Enter tab (it's the first option)

Click OK, Click Done

(Now you've created a field that will auto-enter the recrod's creation date each time one is created, in essence Date Stamping it.)

STEP 2

- Go back to the parent (customer) table.

- Go to the Layout where the portal (showing related entries) appears

- Go to Layout Mode

- Double-click on the portal

- A Portal Setup window will pop-up. On the top of it the selected relationship used from that portal. We need to alter its settings. Go to the pop-up list on the top of the Portal Setup window, and select the 'Define Relationships...' option

- you now see alist of all the relationships. yours is already selected, so click on the EDIT button on the bottom.

- Now you see the Edit Relationship window. On the bottom right of it there's an option to specify its sort order. Click on Specify...

- Now you see a Specify Sort window, with the client file fields on the left. Find DateCreated, and double click on it. It should move to the right.

- Select DateCreated on the right, and specify it to sort in descending order

- Click OK, Click OK, Click Done, Click OK

- Return to Browse Mode

Voila

[Mark_W]

Dear Sharka

Fantastic! It works. Many thanks for all your great help.

By the way, your name wouldn't have anything to do with a certain Speilberg movie filmed in your town some 25 years ago?

Cheers

Mark

[Geeksharka]

Nope, ... but now that you mention it.