Link to home
Start Free TrialLog in
Avatar of everetjo
everetjo

asked on

how to regularly copy specific data from one notes database to another

I have one database that is used mainly for data entry, and another database that's a read only repository. Both databases have the same fields.   Once records in the entry database are approved by a supervisor, they are to be transferred to the read only repository.  I have a view that shows approved records. I'm looking to create a "send to repository" button that calls an agent. How should I go about programmatically transferring these approved records to another database?  

If possible, I'd like to be able to run a reconcilliation report to verify that all approved records transferred.  Much of the time, these recent data entries need to replace records that are in the repository ( they're updated).  

Thank you in advance.

Everett Johnson

ASKER CERTIFIED SOLUTION
Avatar of SysExpert
SysExpert
Flag of Israel image

Link to home
membership
This solution is only available to members.
To access this solution, you must be a member of Experts Exchange.
Start Free Trial
SOLUTION
Link to home
membership
This solution is only available to members.
To access this solution, you must be a member of Experts Exchange.
Start Free Trial
Hello everetjo,

Probably no coding is required. I think it can be handled by defining the read-only database as an archive database, and enable archiving on the main database. Only approved documents should then be archived. Of course, this only works if the same form is used in both databases, because the document will be moved as is.

Regards,
   Sjef
Avatar of qwaletee
qwaletee

Sjef,

Doesn't solve the second half of the problem (sometimes copy sometimes update).
Avatar of everetjo

ASKER

Thanks for the prompt responses.  I'll try these suggestions and let you know.
I'll settle for half the points...

LOL
still working on trying to implement this.  let you know soon.
I had a problem with the database that had to be fixed before I could try this solution.  since I'm all caught up again, I'll try things during the week and get back.  thanks again for the great suggestions.
I am using field modification code in my repository that will track changes to the fields ( e.g. field note was changed from " cookies are tasty" to " cookies taste better with ice cream"

I think that gwaletee's suggestion is the closest to what I'm looking for.

I'm thinking that I want my data to transfer to the repository in two ways:

if it's a new record ( doesn't exist in the repository) copy to repository
if it's a modification to existing record, replace the contents o the repository, don't delete the record.

thoughts ?

I take regular backups, but I feel that the modifiction code should allow me to track content changes better.