Basic Question - Subsummary data 
Author Message
 Basic Question - Subsummary data
I am making a report in a database called Inquiries.  Inquiries database has
a relationship with Actions database (InquiryID).

I need to make a report in the Inquires database that shows all actions
below it.  How do I do this.  I have stuggled for days.

Best regards,

Richard Stinchcombe
Japan Heavy Lift Inc.
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Thu, 25 Jul 2002 03:00:00 GMT
 Basic Question - Subsummary data

RICHARD WROTE:

Quote:
> I am making a report in a database called Inquiries.  Inquiries database
has
> a relationship with Actions database (InquiryID).

> I need to make a report in the Inquires database that shows all actions
> below it.  How do I do this.  I have stuggled for days.

TIM:
This is done by using the portal object in the layout.  Use the portal tool
in the status area to the right of the button tool (it looks like a
dotted-line box:  [  ]).

1.  Enter the layout mode and expand the Body part to make room for a large
field.

2.  Select the portal tool and draw a box on your layout below the other
fields.

3.  Assign the appropriate relationship to the portal in the option "Show
records from..." (when completed, you should see the name of the
relationship in the portal object).

4.  Place the appropriate fields from the relationship on the first line of
the portal (at the top of the "Specify Field..." dialog box) and place field
labels above the fields outside of the portal.



Thu, 25 Jul 2002 03:00:00 GMT
 Basic Question - Subsummary data

Quote:

> I am making a report in a database called Inquiries.  Inquiries database has
> a relationship with Actions database (InquiryID).

> I need to make a report in the Inquires database that shows all actions
> below it.  How do I do this.  I have stuggled for days.

If you are making a report with summaries and subsummaries, make it in
the file which contains the data you are summarising. You would make
this report in the Actions database, because all the actions are there,
and that is what you want in your body, under your subsummary part.
Bring in any other stuff you need from the Inquiry database. By the way,
you will need a relationship from Actions to Inquiry for this to work if
you need to bring in any fields from Inquiry. You already have one in
the other direction.

In Layout Mode go to Part Setup and create a subsummary based on
Inquiry, or your relating field. I think you have got this far, but in
the wrong database. There is only one record in Inquiry for a lot of
actions in Action, which is why you are probably only getting one record
in your list when you try to summarise actions in Inquiry.

Create your subsummary, and in it, put your one-off fields, like Inquiry
(either from this database if it is there, or from the relationship with
Inquiry). In the Body part put the Action field, and when you sort on
Inquiry, you will have the Inquiry at the top and all the actions listed
below. This is why the layout has to be in this database, so that the
Body part can be used for the records which are here. A Portal in
Inquiry is the only way to view all the Actions when you are in the
Inquiry database.

If you want to summarise amounts or something, you can create a Summary
field in Actions, which can be a total or a count of something, or
another option.
When you put this field in the subsummary part by Inquiry, you will find
that it totals all the amounts per Inquiry. If you put it another
subsummary part, it will summarise the same thing but this time by
whatever your subsummary part is.
If you put a summary field in the Body, it just shows the total for the
entire file.

If you want you can create a script in the Actions database which does
all the necesssary finds and sorting, going to print etc so that it is
automated. Then create another script in the Inquiry database which
actually jumps into the Actions database, runs that script and jumps
back again (so you never know you were actually in the Actions
database). To do this you include a Perform Script step and choose
External Script, and navigate to the one you made previously in the
Actions database. Then include steps which go back to the Inquiry file,
into Browse mode and to the layout you want to be in.

Anyway, your only problem currently is that you are in the wrong file.
--
Mire Black



Thu, 25 Jul 2002 03:00:00 GMT
 Basic Question - Subsummary data

Quote:

>RICHARD WROTE:
>> I am making a report in a database called Inquiries.  Inquiries database
>has
>> a relationship with Actions database (InquiryID).

>> I need to make a report in the Inquires database that shows all actions
>> below it.  How do I do this.  I have stuggled for days.

>TIM:
>This is done by using the portal object in the layout.  Use the portal tool
>in the status area to the right of the button tool (it looks like a
>dotted-line box:  [  ]).

>1.  Enter the layout mode and expand the Body part to make room for a large
>field.

>2.  Select the portal tool and draw a box on your layout below the other
>fields.

>3.  Assign the appropriate relationship to the portal in the option "Show
>records from..." (when completed, you should see the name of the
>relationship in the portal object).

Richard -
Tim's proposal works for developing a screen, but will probably be less
adequate for reports, because portals don't change size depending on the number
of records in them.  Reports that require a line for each record on the many
side of the one-to-many relationship need to be run from the many side - your
Actions database. Make a relationship back the other way - from Actions to
Inquiries, using the same Inquiry id. Using the subsummary layout model, create
a subsummary on the Inquiry ID.  Put your fields from Actions in the Body, and
related identifying fields from Inquiries in the subsummary header and/or
footer.
Steve Andrews
Andrews Technologies Management


Fri, 26 Jul 2002 03:00:00 GMT
 
 [ 4 post ] 

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