Value List

[ianmuir]

Hi, I have a value list which gets its data "from Field"

"Allow editing of value list" is greyed out.

 

Is there any way I can remove some of the values in this list?

 

 

Thanks

 

Ian

[bcooney]

The values are created from the data in the field. So, unless you delete the data (which I would presume you do not want to do), then the answer is no.

 

What are these values? Would a dedicated table that stores the "choices" be a better idea? For example, equipment category choices in a table EquipCat each with an id and description.

[Fenton]

Another option would be to "clean" your field's data. Similar to bcooney's Delete the unwanted data, but by learning how to use the "Replace Field Contents" script step (near the bottom of the "Records" menu). However, this is one of the more dangerous commands, unless you play by the rules. Which are:

 

A. Save copy of (if database is open) or duplicate your database file (if not open).

   1. This is so you will be able to go back, if you make a mistake.

   2. Do this after each time you run the command (unless you never make mistakes).

   3. An alternative (which is how I do it), is to create a duplicate of the field, with the existing data, and work on it instead. Then, when you've got it all fixed, you can do one last Replace Field Contents, and move all that "fixed" data to the existing field.

      a. Only the changed ones would need fixing, so do that above with only those records found.

   4. I'd still do the backup fairly often; just to stop from having to start over.

   5. This can be done even if running a Server database, since:

      a. You're mostly using a new field

      b. You can Export just that field, ready to Import it back, if mistake happens.

 

B. Do a Find which finds all the records with that Field, which you want to change to ONE of the "new" values you want.

   1. Change the field in the 1st record to the new value

   2. Which the curser still in the field, "Replace Field Contents" (it will show the above value by default).

   3. Alternatively, add the new value into a "Replace by calculation with result:"

      a. But I usually do #1 above

   4. Repeat operation for all that need changing (or change manually, if only a very few).

 

C. You can see why bcooney's method of a new table can be such a good idea.

   1. Sometimes that table can be used for a few fields, if they have quite a bit in common (like one is related to the other).

      a. With a Value List for each field

   2. However, how do you want to use this field?

      a. If extensively, complexly, then leaving funky data in the field will make it not as useful as cleaning the field's data in all records

 

D. Do all of the above

   1. That solves all existing data

   2. Allow ONLY data from your new table to be used in the field.

      a. A simple option in the Field, Validation

 

C. Know for the future that poor data is often way more time and trouble to fix than it is to take the time to set it up to be only good data.