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Effectively a sort of Sub-Summary Serial# applicable to IWP

Posted on 2011-02-28
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Last Modified: 2012-05-11
In my database I have a table named "Property" which contains a field named "PropID" which is a autoenter serial number which will apply a unique identifier to each specific record.

Each record contains the field "Lands" which is not a unique field among the remaining records.  I am interested in finding a way to create a sort of "sub-summary" serial id according to the groupings of "Lands" records.

For example, if I have the following records:

Serial#             Description              Sub-Summary Serial#
PropID01          LandsA                    LandsA1
PropID02          LandsA                    LandsA2
PropID03          LandsA                    LandsA3
PropID04          LandsA                    LandsA4
PropID05          LandsB                    LandsB1
PropID06          LandsB                    LandsB2
PropID07          LandsB                    LandsB3
PropID08          LandsC                    LandsC1
PropID09          LandsD                    LandsD1
PropID10          LandsD                    LandsD2

There are two major issues.  (1) The process/calc must be applicable to a database that is IWP and (2) the sub-summary serial number must be static b/c there is a possibility that a record's status will require that it be deleted, therfore, simply using a count function will not solve my issue.

I thank you in advance for all of your help and will reward points/grades quickly for any solution I receive that solves my problem.
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Question by:johnsodolak
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by:North2Alaska
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I'm not sure I understand the need for the Sub-Summary Serial#.  Can this not be done with a couple of TOs and a relationship?
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by:johnsodolak
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??? TOs and a relationship???

What I am trying to do is effectively give each record a unique identifier per its group.   That grouping being defined by the "Lands/Description" field, as illustrated in the example.

I am not sure that "sub-summary" is the correct terminology.  I simply used the term b/c in a report I can group these records according to adding a sub-summary part.  Using that thought process, say I ran a sub-summary report for the above example, each of those groups would be defined.  Now I would want each of those records in the group to have an identifier or key that would reflect that it is part of that group (i.e. LandA#), but that will still make that record unique (i.e. LandA1, LandA2, etc.).
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by:North2Alaska
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TO = Table Occurrence.  Relationship is what joins two TOs together.  

Here is a very simple example where you have a relationship from Property to itself using the Description field.  As a result you can see all the serial numbers that are related to that description.  This seems to be a better way, as the serial number is the KEY to that record without having to produce some other identifier.

Take a look and see if this helps or if I've totally missed the whole point.  :-)
Property.fp7
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by:johnsodolak
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I apologize!  I did understand what a relationship what, I was simply not sure what "TO" was and how it related to "relationship."  I do know what a table occurrence is also.

You are correct that I do need to have a unique identifier/key for every record, but, for reporting/output purposes and "spatial" analysis I need to have a second identifier.

Your .fp7 example is right along the lines of what I already have.  The only difference is that I need a third field that will restart/reset the numbering system w/in each "group" (i.e. LandA, LandB, LandC).  Essentially resetting my numbering system for each group.
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by:North2Alaska
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OK, and you are thinking that if I have LandA3 and LandA4 they will never change.  If I were to delete LandA3, LandA4 would still remain and a new item in that same group would be LandA5.  Is this correct?
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by:johnsodolak
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Yes North2Alaska, that is absolutely correct!
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jvaldes earned 250 total points
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Add a global field to the lands database Called LastLands and store the last use of LANDS letter there.
Create a LandsDetail database where you would store all the LANDS specific data. Every time you want to create a new LANDS look in the LastLands field and increment the field and carry the value for its use. Create your entries in the LandsDetail as needed. In the LandsDetail Data table create a global LandsNumber and do the same as above.

Though I think I have answered your question I suspect you are creating an approach that has already been built into database structures, but you may not know how to ask the question. Can you provide a description of your database objective (Big view) I have a feeling there is an easier way.
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by:johnsodolak
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Thanks jvaldes, I will try this and get back w/ you!
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Assisted Solution

by:North2Alaska
North2Alaska earned 250 total points
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Here is a rough solution.  It works as you described.  One thing to work out is if you change the description, the sub description does not change.  What would need to be done is capture the description when you first come to the record and then when a value is entered, check to see if was changed.  If so, re-run the script to set the new value.
Property.fp7
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by:jvaldes
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ok with me
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by:Tocacar
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This question has been classified as abandoned and is being closed as part of the Cleanup Program. See my comment at the end of the question for more details.
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