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FM - Filtering a Value List for a Drop-Down Box

Posted on 2010-09-07
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Last Modified: 2012-05-10
I have a Notes table where an agent can enter notes based on one of their customers.  The only problem is that the value list that shows in the drop-down box shows ALL customers, not just their own.  This is a problem due to confidentiality, not wanting to share customers, etc.  I could relate the tables in such a way to only show their customer names; however, then this would prevent the customer code from showing in the various portals in different layouts.  You want the customer code (but not the name) so the agent can navigate to the RR.

So, how would you filter a value list by agent (each customer does have an agent assigned to them marked in a field), but not causing the corresponding portal field to be blank?  So far the only solution I can think of is for each agent to keep a record of their customers and cus codes and then only list customer codes (not names) in the drop-down box when the Note is first created.
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Question by:rvfowler2
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9 Comments
 
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Assisted Solution

by:North2Alaska
North2Alaska earned 2000 total points
ID: 33620324
In the Value List description you can have the list display one value and use another.  Check out the graphic.
Value-List-Settings.tiff
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Author Comment

by:rvfowler2
ID: 33620751
I know about the secondary field.  I just tried to limit it by "include only related values starting from" but nothing I chose worked.  What I want is if the agent editing the Notes record is LJ, I only want Contacts to show that have LJ in the "Assigned Agent" field in Contacts.  If the agent editing the Notes record is TD, I only want contacts showing that are TD's contacts, so other agents cannot "steal" each other's contacts.  Contacts are highly confidential among agents.
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Expert Comment

by:North2Alaska
ID: 33620885
It sounds like your relationship is in question.  Is this relationship the X one?
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LVL 2

Author Comment

by:rvfowler2
ID: 33622154
No, see attached images where I show the relationships and the value dialogue box.  I'm 90% of the way there:  it now only shows contacts for a particular buying agent/notes author; however, if a contact has never been assigned a Note yet, it won't show up in the drop-down box.  How can I fix that?
wrc-Relationships2.JPG
RelatedValueIssue.JPG
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Accepted Solution

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North2Alaska earned 2000 total points
ID: 33622296
OK, I think this is as expected.  You are using the WRC_Notes table as a "Joining" table to WRC_Contact2 and the only way that will work is to have a note entered.

If Contact3 and contact2 are the same table then just join them directly.  Don't be afraid of TO.  Use them as needed.  I find I think of them and relationship as "Stored Queries".  Just a thought...
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Author Comment

by:rvfowler2
ID: 33622473
Just double checked, but that doesn't work, it comes up empty.  I need to relate Contacts to Notes or else how does it know to limit the contacts by the Buying Agent in Notes?
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Author Comment

by:rvfowler2
ID: 33629612
Still have same problem that if I create a new contact, it does not show up in the drop-down list.  Based on the Relationship graph you see above, what can we change to make this happen.
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Author Closing Comment

by:rvfowler2
ID: 33662710
Played around his suggestion to make it work.
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Author Comment

by:rvfowler2
ID: 34963036
Forgot this as it was used in a seldom-used db and layout.  Turns out North2Alaska was right, but I misunderstood him.  A way of thinking about it is that whatever TO you use for the secondary field, it must be joined to the table you are using for the primary field, NOT to the main table on which your field and value list are used.  The secondary table filters the primary table, so must be connected directly to it.  Still learning....  :)

P.S. - Also, love your concept that TO's are "Stored Queries."  Has really increased my versatility with portals, etc.
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