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Records inaccessible after using export

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    Records inaccessible after using export

    I am using Alpha 4 V 3.0. My primary database contains over 1000 membership records, 400 of which are marked deleted for inactive members. Since we need to access the deleted records, they are never actually deleted.

    Recently I exported the active records to an ASCII table file. This was successful. However I now cannot access any deleted records. When I use an index that includes deleted records, Alpha 4 just displays an empty form for record 0. The system performs normally when using an index that only includes not-deleted records. The record count shows that the deleted records are still in the database.

    I would appreciate any help in gaining access to the deleted records. Thank you.

    #2
    RE: Records inaccessible after using export

    Hi Robert,

    Have you tried to update your index's (individually) using Index, Update?

    It might help, good luck,

    Keith (Cornwall UK)

    Comment


      #3
      RE: Records inaccessible after using export

      Create a search and at the bottom there is a option with F4 to Show or Not show Deleted items. That should show your deleted items, IF they got imported.

      Ken

      Comment


        #4
        RE: Records inaccessible after using export

        Thank you for your suggestion. I rebuilt 2 existing indexes which access both deleted & undeleted records. All the records in the database were processed. But when I viewed the records using each index, only the undeleted records were displayed. When I tried to create a new index which only accessed deleted records, the system crashed.

        Comment


          #5
          RE: Records inaccessible after using export

          Thank you for your suggestion. I did a search for the last name of a known non-deleted member, and the correct record was displayed. I then did a search for the last name of a known deleted member, and no record was found. In each case I used F4 to specify that both deleted & non-deleted records were to be included. In each case, all 1000+ records were searched.

          Comment


            #6
            RE: Records inaccessible after using export

            Hi Robert,

            Just clutching at straws, but perhaps if you go through the motions of reconfiguring the database, updating any field rules that exist, or even defragmenting the drive that holds the data may help.

            Keith

            Comment


              #7
              RE: Records inaccessible after using export

              Hi Keith,
              Thanks again for staying with me. I reconfigured the database, and the counter showed that all (notdeleted & deleted) records were processed. But using an index that includes both, only the notdeleted records are displayed.

              Too bad, I had high hopes that your suggestion to reconfigure the database might restore the corrupted records, or whatever it is that causes the deleted records to be skipped over.

              Robert Breiling

              Comment


                #8
                RE: Records inaccessible after using export

                Bob:

                Look to the right of the status bar while viewing and see if the word 'filter' appears anywhere. You might be stuck in a range. Press 'R' and see if the range [possibly used in the export fiter] is still active. Press F7 and retrieve a good one.

                Ken

                Comment


                  #9
                  RE: Records inaccessible after using export

                  I agree with Ken's suggestion.
                  Additionally, you might want to set the index to Record Number,
                  (no index or natural order), and use the Locate option to find a known Deleted member.
                  I would further suggest,when you get this straightened out, that you create a logical field
                  in your table to identify an 'inactive' member, rather than using the deleted characteristic of the record.

                  Good luck!
                  Pete

                  Comment


                    #10
                    RE: Records inaccessible after using export

                    you might also do a database, copy. and check the resulting dbf to see if they are there.

                    Russ

                    Comment


                      #11
                      RE: Records inaccessible after using export

                      Another thought, If you ever get the records back or even if you don't.

                      You should back up regularly.
                      Also, I think deleting records to mark them is poor practice. What happens if you pack the dbf? A better way would be to use a field called for example inactive or whatever to indicate the records you want marked. A lot less risk this way.

                      Russ

                      Comment


                        #12
                        RE: Records inaccessible after using export

                        Hi Ken, you put your finger on the problem! When I pressed 'R' I found that the range was set for non-deleted records only. In eight years of using Alpha 4 I have never used ranges. I just use index expression or filter expression to get the records I want. Thus when the system asked if I wanted all, deleted, or non-deleted records exported, and I selected non-deleted, I was unaware that I was making a permanent range setting. This was just what you surmised. After changing the range setting, everything is now working OK. Thanks a million!
                        Regards, Bob

                        Comment


                          #13
                          RE: Records inaccessible after using export

                          Hi Pete,
                          Thank you for your response. You agreed with Ken, and that turned out to be the correct analysis. Also, your suggestion that I use a field to identify active/inactive members is the right approach. I should have changed to that procedure long ago.
                          Thanks again for your help.
                          Regards, Bob

                          Comment


                            #14
                            RE: Records inaccessible after using export

                            I concur with Russ; never use the Deleted status of a record as permanent marker of any sort. Create a field that you can treat however you like (text, logical, etc.) to mark a non-active member. Remember, Murphy is out there just waiting to pounce on your data.

                            Augusto del Castillo

                            Comment


                              #15
                              RE: Records inaccessible after using export

                              Hi Russ, thank you for your suggestions. As you will see from my response to Ken Herrold, his suggestion solved the problem, so I didn't need to copy the database. Also, your suggestion to use a field to identify active & inactive members is the proper approach, no question. Now that I can see my inactive records again, I will start to implement that approach.
                              Again, thank you for your responses.
                              Regards, Bob

                              Comment

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