How to save without typing over existing fields

Posted on 2011-05-07
Medium Priority
Last Modified: 2012-05-11
We currently use filemake pro for our certifieds.  Only problem is that the product we ship is in a lot or batc. For example: 1000 sheets manufactured of  6X6 W2.9+W2.9 96" wide  0"+0" overhang 15' long at 50# per sheet.  We may sell 250 to one customer, 250, to another, and the remaining 500 to a different customer.  A certified is generated each time we ship our product.  The first time we ship this product we will type a new certified report for our customer.  The next time we ship this product we can search in the database for the weight(50#), and we will have all the information (W2.9, Heat Number  and the results from the quality lab)we need except we have to type over the customer name and P.O. number and date ect.. this is fine i suppose except we at times have to generate the report again for a customer that losses his certified report. when this happens we have to retype the whole report up again.
Can filemaker pro save each report everytime reguardless if we type over any of the information?  Currently we cannot do this.  Sometimes the certified information is the same except the description is slighty different.  Example: 6X6 W2.9+W2.9 96" wide 0"+0' overhang 15; long@50#-------6X6 W2.9 96" wide 0"+0" overhang 20' Long@67#.  Again, we have to type over the fields and what we typed over is lost. The heat number,wire size, quality results are the same and the customer information is the same... but we have to change the description from 50# to 67#.  Once we do this we lose the 50# description and it becomes 67#.  We would like to have each report printed saved each time.  Is this possible?
Question by:topgun0621
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LVL 25

Expert Comment

by:Will Loving
ID: 35714308
It sounds like the simplest solution would simply be to have a button on each record that says "Replicate" which would duplicate the existing record. You should in fact be able to do this now by simply choosing Records -> Duplicate Record and then editing the necessary fields. If you need to always update certain fields, such as perhaps the date, then you could create a script that duplicates the current record and then performs whatever other changes you need including clearing or altering fields, and then leaves the cursor in an appropriate field for the user to finish editing.

If that is not sufficient or if you need to track multiple weight values within the same original record (rather than duplicating the record) then another approach may be necessary, but I'll wait for your response before making further suggestions.

Author Comment

ID: 35714405
I will try that at work tomorrow and see if I can figure it out.  I am not very familar with this software as I came into work one day and was told this activity is now part of my daily activity.  I was told I could search by the heat number and just retype over everything.  That was all the instruction i got on the software.  As we manufacture a product searching by the weight that returns the description is by far easier than how they have always generated these reports.  Intergrating this into the report I was able to do, as well as creating a lookup table for our customers.  This saves alot of typing and potential mistakes.
Just looking at some of the functions of the software It seemed there was a solution in there somewhere.

Sounds like you have pointed me into the right direction.  I may need further assistance if I have trouble following your suggestion.  I will get back to you either way thanks "willmcn".

Author Comment

ID: 35716206
I see the area where you set the script but exactly how do you do this, just add it to the box on the left?
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Author Comment

ID: 35716208
Actually, is there a script that you could set that each time a record is printed, it is duplicated as well?
LVL 25

Accepted Solution

Will Loving earned 2000 total points
ID: 35716356
I'm a little unclear about what you are asking, so let's get our terms clear. In FileMaker terms, a "script" is a named series of one or more actions, called "Script Steps". A script can be triggered in any number of ways but most commonly by being attached to a "button" which can be virtually any object on a layout, from something that looks like a button, but also a field, image or piece of text.

Scripts are defined in the "ScriptMaker" and all the script steps available are listed in the column on the left. YOu build a script by adding steps to the window area on the right. In order to attach a script that does some common routine such as printing a report, you need to add a new script, give it a name and then define the steps required to complete the action. For example, most databases distinguish between entry screens - which which may contain buttons, background color, navigation, etc and rarely get printed - and a print-ready version of the same information but in a printer-friendly format.

For example, if you wanted to have a script that goes to the Printer-friendly layout prints and then returns to the original, it might look like this:

New Window[]
Go to Layout ["Printer-Friendly layout" (layoutTableName)]
Page Setup [Restore; No dialog]
Print[Restore; No dialog]
Close Window []

This is of course only the barest outline and would print all records in the current found set. There many many options that can be added including dialogs and conditional choices based on buttons selected or entries made in dialogs. To attach a script to a button or object on a layout, you would need to go to Layout mode, select or create the object/button and then, under the "Format" menu, choose "Button Setup". Select "Perform Script" and then select your script. Go back to Browse mode and test your button.

For you situation, I would think that having a record duplicated each time it's printed could lead to a very large number of unnecessary duplicated records. You would presumably need a way to tell which was the most recent record so that you were always duplicating that. I would think it would be more appropriate to duplicate the record and then print as needed, possibly using a script similar to the one above.


Author Comment

ID: 35716376
Ok i found the button for duplicate  and I think that is ok we can just hit that each time. I do have another question though but will award points to you

Author Closing Comment

ID: 35716380
excellant !!

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