newb question: checkbox info showing up in drop-down field

[danzac]

We are running a relatively simple database to manage information on our students. We have a number of fields, but 2 fields are causing a problem, and they are crucial fields for us.

The first is Status- this is a checkbox group (current, active, alumni, etc). The second is Program (MDI, NPD, BTH, etc.)

In a list view both of these fields are used for calculating statistics. The problem is that the Status field is not being populated with the information it has for each record. The information on status is sitting, hidden, in the program column. So for a record a student is listed as being in the MDI program. When I click MDI in the list view, below it pops up "active", which is the information held in the status field.

I've checked the value lists and the field behaviors. These two fields are not connected in any way that I can see.

Thanks very much for the help

[bcooney]

It would be helpful to post a copy of the file. What caught my eye is your Status field is set as a checkbox. However, it seems that a person can only be one thing at a time (so it should be radio buttons).

[danzac]

When you say a copy of the file, do you mean you want the whole database? It is private info so I couldn't do that. How can I give the info you need?

Regarding the status, a student can be more than one thing at a time. For instance, they may be an alumni but an active auditor, so they would be both. Or they can be a p/t student who also audits, etc.

[bcooney]

How about a clone of the file, with some sample data?

[danzac]

Okay, thanks again for the help. I have attached an example database.

ADCexample.zip

[danzac]

oops, I accidentally started a new topic when I meant to reply with the example database. Thanks to whoever merged them

[mr_vodka]

I dont have a clue what your issue is here. You dont even have a "Program" field in the list view...

BTW, if you are trying to do statistics with a checkbox, you may want to rethink about instead using a related join table.

[danzac]

Hi Mr. Vodka, thanks for your willingness to help.

You are right, there is no Program field in the list view, but if you click on the status field, it shows underneath the program field info. That is the problem— the program info is showing up in a different field.

Second, I have no idea what a related join table is, but we are doing statistics, so anything to help this would be great. I'm actually looking for someone to help us with all of this— we want to hire a FM developer to help us optimize our database for our uses. If you know someone, I'd love to talk to them.

thanks so much

[mr_vodka]

We must be totally missing each other here. Based on the file that you uploaded... I got to your second layout called "List View". Only record 5 ( Smith Carolyn ) has multiple entries in the Status field. If I click into the status field, I get:

Current

Auditor

There are no values such as:

MDI

MAT

BTH

NPD

GDCS

CFD

DMI

DPM

Thesis/Continuance

Perhaps some of your records in your original have these values in them already? If so you will have to take out those values in those status fields.

You can do a find in the status field for the 'Program' values to see which records have it.

[danzac]

Thanks again for the help.

Well, this is a bit of a conundrum. I am the tech guy at my college so I'm looking in to this issue. I decided to install FM to my system so that I can work through this issue as I talk to you here. There is NO issue on my system either, but there IS on the PC of the user who actually maintains the database.

What happens on her computer is that the Program field info will show in the status field of the list view. When you click on it, it will show the status info below, like so

Status field: MDI (program field info)

--------- Auditor (status field info)

--------- part time (status field info)

Any ideas? And, know of anyone for hire to customize a database?

[mr_vodka]

Are you sure that she isnt working on a local copy of her own file? Is this a shared solution? Please provide as much information about her setup as possible.

As for hiring a developer to help, you can post on the services wanted section here and ask to be contacted offline. I am more than sure there are lots of developers on here that would take you up on your offer. :

P.S. Where are you located?

[danzac]

The filemaker database file is on a shared server, which is where she opens the file from (and keeps it open usually for the day).

Does that help?

[mr_vodka]

Kind of but not clearly. Are you saying that you are in a peer to peer environment? or are you running FileMaker Server? How does she open the file? What OS is she running? What version of FM is she running including patches. What version and OS is everyone else running...

Please again provide as much information as possible....

[danzac]

Right, sorry. Not the FM server, it is just a basic database that only 2 people access, and only one of those with frequency.

FM 9 is the program. No patches or anything like that. Just the basic install of FM 9 (Academic edition, if that matters). She runs Windows XP.

[mr_vodka]

First you should upgrade to the latest patches. 9.03.

Second, you should really find out how she opens her file and double check to make sure she isnt opening a copy of the same file.

Third, how do these other people access the file? Are they using 'Remote Open'? If not and they are accessing it via shared networking then you are going to have issues. Its a big no-no.

I really dont want to keep ping-ponging short answers back and forth. In order for us to help you troubleshoot the possible issues, we really do need a further DETAILED explanation of your setup and how everyone accesses it. It can be something small or you may need a reinstall on her computer.

[danzac]

I've emailed the person to update to 9.0.3.

I'm confused by "how she opens her file". We're pretty basic users— she opens the drive and double-clicks on the database file and it pops open in Filemaker.

We aren't using Remote Open (not sure what that is). The file is kept on a shared server (we are on a university campus). So I do not access her computer to use the database, I open it from the shared server. Likewise for the one other person who uses it and for the main user.

Is there something I am misunderstanding? How could she be opening a copy of the database?

[mr_vodka]

This is a big no-no. You guys should never be accessing the files as such. FileMaker works like this in a peer to peer environment.

1. Network shared access to the file should be OFF.

2. The first one to open the file becomes the HOST.

3. Everyone else who accesses the file should only use FileMaker's 'Open Remote' option. This will make them a CLIENT to the file.

You should read up on Peer to peer. There are many posts on here as well as information on FM's website.

After everyone upgrades to 9.03, could you have her take a screen shot of what her issue looks like?

[danzac]

Ahhh. Okay, I will make this switch right away and let you know how things work out.

[mr_vodka]

One additional thing. You should try and keep the same computer to be the "host". IOW, that person should always open the file first.