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newbie here - question about active/inactive records


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I have a basketball program with over 300 members. Each year kids graduate (too old) or leave. I don't want to lose their information but I don't want to have them in the current "find" results etc.

Is there a way to make an "ACTIVE" or "INACTIVE" field to define somebody's status and then leave all INACTIVE status out of finds and scripts or something ?

Anybody know how this can be done? Any help would be appreciated. Thanks!

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In short, yes. Create a field called "Status" or whatever you want. I made a value list with "Active" and "Inactive" as the only options. In your layout for each person, make this field a popup.

Any time that you are then trying to view or work with the records with a script, use the script step Constrain Found Set. Specify the Status field to be equal to "Active" or "Inactive" depending on what you want to do.

Hope this helps.

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Can you restrict a layout to the "active" members? I created the field status with the two choices active or inactive. Now say I want to print a team list for my 11-under team. I would just make a list layout and then select only 11-under AND active members correct ?

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You could create another script that would perform the first script we discussed and then constrain the found set again where age is less than or equal to 11. For the next group you would have greater than 11 and less than or equal to whatever.

Or you could just create a separate script for each age group that does all of the steps.

Go to Layout

Constrain Found Set (Status, Age Min, Age Max)

Edited by Guest
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I would be tempted to just do a Find for the inactive records, and then Export them as a FileMaker File and naming the Export something that will remind me that these are the Inactive as of some date.

Next, verify you got what you want in your Archive file, and then Delete Found Set in your original file (this should be the same as what you exported).

Lee

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I would keep the Inactive records in the existing file (never know when the need will arise to pull up old data,) and just include the default "Active" find criteria in every report of Find process.

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Hi Mike,

Personally, I think it is a matter of how often, if ever, that iluvthsgam will need to refer to the old data. It sounded to me like they wouldn't need it, but just wanted it keep it just in case.

Each year kids graduate (too old) or leave. I don't want to lose their information but I don't want to have them in the current "find" results etc.

They now they have a couple of ways to go, and that is always good.

Lee

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