Select 4 records to merge to layout

[Derf]

I have a database for a Resident’s association that charges an annual fee. If residents do not pay this fee the association places a lien on their property. The lien form has to follow a specific format set by the State. We can only place a max of 4 records on each form. Each record needs 2 lines to show data. See layout below. I can sort to a residents list that are past due. What I want to do is add a check box to this list and choose which records to transfer to the Lien form, so I can limit them to 4 or less records. Can this be done and can I use 2 lines per record? Portal? Can someone point me in the right direction? Thanks.

NAME AND ADDRESS (space) LOT NUMBERS (space)YEAR (space) AMOUNT

Joe Smoh (space) 324,325 (space) 2010 (space) $104.00

3241 Stone Rd

Tom walker (space) 234,235 (space) 2010 (space) $ 70.00

7654 Bay St

sorry can't get spacing to carry through.

[comment]

Is there an actual form you need to print on? If yes, why don't you attach a PDF.

[Derf]

It's not an actual form but a format that we have to follow, same thing I guess. Here is a copy if I can get it to attach. What I need to merge in, is done in RED (max of 4 records at a time) the rest is the standard form for all of them. The pdf was created in Word 2010. BTW all names and addresses are fake.

Lien on Property.pdf

[comment]

So why don't you simply print all the records that need to be printed, using a list layout with large header and footer parts - so that only 4 bodies will fit on a page? Note that it doesn't need to be accurate, since you can set the body part to force a page break after every 4th occurrence.

[Derf]

So I could put the standard text in the header and footer and just size the body part to hold 4 records. Sounds easy enough, I will give it a try, thanks again for the help.

I wish I had a lot more experience under my belt. I love this stuff when everything finally works right, it's great. I only occasionally use FM so everytime I do, I have to relearn it all over again. thanks for your help.

Ok so far so good. The next problem is that there is about one and a half inches of space between each record now. I tried the slide up option and searched the help files but can't figure how to adjust the spaces between each record.

[comment]

You can make the body part as short as you need. If you have selected to force a page break after every 4th occurrence, there will never be more than 4 records on a page. The only thing you need to worry about is having less than 4 (i.e. making the header or the footer too tall).

[Derf]

Sorry to be a pain.

I made a list view, shortened the body, lengthened the header and footer and it worked great. 4 records showed at a time.

Then I adjusted the fields left and right to line up with the titles above and then when I go to browse mode and preview, the records are now 2 inches apart vertically. I didn't adjust them up or down why did they change? I can't get them to move back. Only one record shows at a time now.

Thanks for all your help.

[comment]

I don't know. Without seeing the file, it would be wild guessing.

[Derf]

GOT IT!

Wow what a nightmare. I must have re-done this layout 5 times. Spent days searching the help files and google. Each time I added the footer it messed everything up. My son who does IT support for a big Corp. helped and we got it to work. The body has to be just barely the size of one record to make it work. I kept thinking it needed to be enough for 4 records to fit. Then the footer follows right after that and it works great. Is there a really good instruction book out there for FMP 11? One that gives details?

Thanks for all your help, I really appreciate it.