Creating a file folder for every new record added

[Dolphin]

Hi everybody, I am new to this forum and have bought my AlphaFive Version 9 Software recently. I am currently in the process of designing a desktop application and want to know if anyone can answer the following question.

The software will deal with clients but I want to open a new folder with the Filenumber (clientid) for every new client to save all the documents and reports received for the specific client in that client's own folder.

Please help me with the answer or direct me to the correct source where I can find a solution for the problem.

Thank You.

[Tom Cone Jr]

Re: Creating a file folder for every new record added

David, it will help us understand you if you adopt the terminology Alpha Five uses. Records are stored in Tables. Databases are collections of Tables.

Are you talking about separate "databases" for each client? Are you talking about separate "Tables" for each client but all "Tables" being in a single Database?

Tell us more about the application you are building.

-- tom

ps. Welcome to the Message Board!

[Keith Hubert]

Re: Creating a file folder for every new record added

Hi David,

Welcome to Alpha.

I assume you will be scanning in the documents. I have built an application where all pictures for a Job are stored in a folder with the same name as the Job Number. The folder is opened by the user taking the Job Number as the link with Explorer. Is that what you want to do?

[Dolphin]

Re: Creating a file folder for every new record added

Sorry, I might have given too little information. I am a debt counsellor. I will design software that will do the following:

1. I see a client and import the clients personal information, income, deductions and expenses. Then I work out a new budget for the client.

2. I will then create different forms that will be sent to credit providers to get information about the balances of clients and to negotiate on behalf of the clients with their creditproviders.

3. I will do calculations and work out a new repayment plan for the client.

4. I will connect other debt counsellors later and also distribute their and my own clients' payments to the creditproviders as per the new proposal or repayment plan.

I am in South Africa and this process has been provided for into law to provide assistance to over-indebted consumers.

What I want to do is to create a folder for every client to save the PDF and other forms in other formats that I create with the report function in Alpha into a folder for that specific consumer. Also any other documents that is scanned or received and faxed from Alpha. This will also include any e-mails send with and received into Alpha for that specific client.

I know this is a very difficult application to write but the software available in SA is not that good and that is why I bought Alpha.

Thank You

[Stan Mathews]

Re: Creating a file folder for every new record added

Given a table named clients.
Fields clientid, fname, lname.

I coded the onsaverecord event in the table's field rules.

tbl = table.current()
cli = alltrim(tbl.clientid)
flast = alltrim(tbl.fname)+" "+alltrim(tbl.lname)
dir_create_recurse("c:\clientfolders\\"+cli)
save_to_file(flast,"c:\clientfolders"+chr(92)+cli+chr(92)+flast+".txt")

This creates the folder named for the clientid in the c:\clientfolders directory and additionally adds a text file containing the client's first and last names, named the client's first and last names. This allows easy identification of whose directory it is.

If you download the attachment, unzip it to a new directory and add it to your database for testing. Just add some records and check the c:\clientfolders directory.

[Peter.Greulich]

Re: Creating a file folder for every new record added

I coded the onsaverecord event in the table's field rules.

Good one Stan! Except, personally, I would put the code in a button on a form w. a saftey. Doesn't OnSaveRecord fire every time a change is saved, thus overwriting the text file (which may have had other changes in it)?


Not that it matters - your image shows the CanSave event.

[Stan Mathews]

Re: Creating a file folder for every new record added

I tried the onsaverecord but switched. Forgot that when I was describing the process, thanks.

Except, personally, I would put the code in a button on a form w. a saftey.

I probably would as well but it seemed he wanted automation or at least that's the way I read it.

w. a saftey

I charge double for bells and whistles.

[Peter.Greulich]

Re: Creating a file folder for every new record added

I probably would as well but it seemed he wanted automation or alt least that's the way I read it.

As Bill Gates said of IBM, "Give the customer what he wants". ;)

I charge double for bells and whistles.

Aaahhh... so that's your secret.

[Dolphin]

Re: Creating a file folder for every new record added

Thank You for all the replies. You all are very knowlegable. I do need the action to be automatic. I work in a legal firm and the software that is used create a folder for every client and every matter of the client. It also saves any letters written to the client etc. in the specific folder of that client. It just seems to make sense to have a specific folder for my client to save all information in preventing confusion with only one folder systems, not to think of the time involved in endless searches.

Really appreciate your help and will go test the solution.

[glenschild]

Re: Creating a file folder for every new record added

Stan

I like your style! I had a similar need on an application but instead of using a client identifier to name each folder I used the client name in the format:

Surname, Forenames (ID)

I also added the capability to name for a couple (with and without the same surname!)

The "(ID)" was added to cater for the potential to have duplicate names.

Operators have found it very easy to quickly locate any client.

Just my thoughts....

Regards

Glen

[Tim Kiebert]

Re: Creating a file folder for every new record added

Doesn't OnSaveRecord fire every time a change is saved, thus overwriting the text file (which may have had other changes in it)?

Not sure if this qualifies as a bell or a whistle but a minor addition to Stan's code will limit the action to only happening when the record is first created.

tbl = table.current()
if tbl.mode_get() = 2   [COLOR=RoyalBlue]'2=enter mode[/COLOR]
   cli = alltrim(tbl.clientid)
   flast = alltrim(tbl.fname)+" "+alltrim(tbl.lname)
   dir_create_recurse("c:\clientfolders\\"+cli)
   save_to_file(flast,"c:\clientfolders"+chr(92)+cli+chr(92)+flast+".txt")
End If

[Stan Mathews]

Re: Creating a file folder for every new record added

Not sure if this qualifies as a bell or a whistle but a minor addition to Stan's code will limit the action to only happening when the record is first created

Showoff! (Ring Ring)

[Stan Mathews]

Re: Creating a file folder for every new record added

Stan

I like your style! I had a similar need on an application but instead of using a client identifier to name each folder I used the client name in the format:

Surname, Forenames (ID)

I also added the capability to name for a couple (with and without the same surname!)

Thanks. I agree with your implementation.

I've given up offering advice that requires a change of direction or doesn't answer the original question directly. That's the reason I added the portion to create the text file inside the directory. At least that way when you open the directory you can then see who the client might be.

I want to open a new folder with the Filenumber (clientid) for every new client

I suppose "with the Filenumber" might mean that something like

12345 Sam Jones

might be a better choice for the directory naming process.

dir_create_recurse("c:\clientfolders\\"+cli+" "+flast)

and forget saving the text file.

[glenschild]

Re: Creating a file folder for every new record added

I've given up offering advice that requires a change of direction or doesn't answer the original question directly. That's the reason I added the portion to create the text file inside the directory. At least that way when you open the directory you can then see who the client might be.

Valid point!

[Dolphin]

Re: Creating a file folder for every new record added

Thank You for the replies. Yes I would like to see who the client is. Ssving a txt file in the folder is a great idea. It is also impotant to limit this to the first time one opens a file as was suggested. The idea is to be able to run both a physical file and an electronic file on one's system for the client.

Will I use the same code if I want to save a specific letter or report created by alpha for the client in his specific folder?