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Record Number as a Field

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    Record Number as a Field

    I have a database with over 16,000 records. I need to be able to include the record number as a field in this database. I will then export the database to a CSV file where record numbers are important to me. It will be necessary to
    keep the record number field current as records are added.

    I know you can show record number in a report. But do not know if it is possible
    to include record number as a field in the db.

    Any suggestions would be appreciated.

    #2
    Joe;
    What you may want to do is create a field on your db (call it "record" for example), and have a field rule that automatically inputs the record number into the "record" field. Would this work for you?

    Duncan

    Comment


      #3
      Yes

      Hi Duncan,

      I tried that very thing before I saw your posted reply. I also did a onetime global update to the new field using the expression for rec no. I now have what I needed.

      This seems to do the trick for me. Thank you very much for your sugggestion which does the trick.

      Joe

      Comment


        #4
        Joe,

        If you use the system-assigned record number, as opposed to a user created field populated by an auto increment number, you are asked for trouble since, as records are deleted, the system-assigned record number will continually change - record number 17 today might not be record number 17 tomorrow if you deleted any record numbered less than 17.

        Duncan's advice is spot on.

        Dave
        Dave Jampole
        www.customalpha.com

        Women and cats will do whatever they want. The sooner men and dogs realize that, the happier they will be.

        Comment


          #5
          Dave,

          Do you mean I should use the following field rule for the record number field:

          value......... calculated

          expression.. RECNO()

          I had tried:

          value........ user entered

          Increment. records

          Please advise.

          Comment


            #6
            Joe,

            Set the field as a Character field, length 5 (or whatever length works for you). In Field rules, leave it at the default of User-entered; tab down to Increment and set that to Records and the next line (Auto-advance) to Yes.

            When you enter the first record, you'll see that its value is 00001, the next will be 00002, etc. If you want to add a letter (something like P0001, do that on the first record and the next will be - - - P0002.


            Dave
            Dave Jampole
            www.customalpha.com

            Women and cats will do whatever they want. The sooner men and dogs realize that, the happier they will be.

            Comment


              #7
              Dave,

              I'm confused now. I thought that was exactly wht I had originally tried...,
              see my last post:

              "I had tried:
              value........... user entered
              Increment.... record"

              Seems that both methods I've tried in the last post accomplish the same thing.

              Where am I wrong? Which is the best way to go?

              We do not normally pack and delete records. This is an inventory dbf, so somtimes when the stock is depleted, we delete all the info in a record...creating a blank record which is then available for new items.

              Comment


                #8
                Joe,

                Originally posted by joe
                Dave,

                I'm confused now. I thought that was exactly wht I had originally tried...,
                see my last post:

                "I had tried:
                value........... user entered
                Increment.... record"

                Seems that both methods I've tried in the last post accomplish the same thing.

                Where am I wrong? Which is the best way to go?

                We do not normally pack and delete records. This is an inventory dbf, so somtimes when the stock is depleted, we delete all the info in a record...creating a blank record which is then available for new items.
                Sorry, I misread (or totally missed this message). We're saying the same thing. The User-entered, Increment record is the way to go.

                If I were running an inventory database, I would add new inventory items as new records at the end, even though the table contained items with zero balances. If when you deplete an item from inventory, and that item is will not be ordered any more, deleting the zero balance record could makes sense, EXCEPT if you ever need to go back to that item for any purpose.

                My personal opinion is that leaving the zero balance record is a better way to go, in that it helps reduce the possibility of someone fiddling with the inventory (and the associated accounting).

                Dave
                Dave Jampole
                www.customalpha.com

                Women and cats will do whatever they want. The sooner men and dogs realize that, the happier they will be.

                Comment


                  #9
                  Thanks Dave,

                  We seem to all be in agreement now.

                  Comment


                    #10
                    Originally posted by joe
                    Hi Duncan,

                    I tried that very thing before I saw your posted reply. I also did a onetime global update to the new field using the expression for rec no. I now have what I needed.

                    This seems to do the trick for me. Thank you very much for your sugggestion which does the trick.

                    Joe
                    Hello I want to duplicate this almost exact thing -
                    But when I add the field (GEinv) numeric, 6 and apply the field rule to auto-increment, simple expression the field is created but no data exists.

                    I attempt to recalculate and go back into the list of records but it is still blank.

                    Any suggestions?

                    GEORGE

                    Comment


                      #11
                      Originally posted by czar_g
                      Hello I want to duplicate this almost exact thing -
                      But when I add the field (GEinv) numeric, 6 and apply the field rule to auto-increment, simple expression the field is created but no data exists.

                      I attempt to recalculate and go back into the list of records but it is still blank.

                      Any suggestions?

                      GEORGE
                      Auto-increment happens on record enter, not on edit. Make the field user entered again, populate each record in the order you want for currently existing records, then change it back to auto-increment.
                      There can be only one.

                      Comment


                        #12
                        George,

                        Originally posted by czar_g
                        Hello I want to duplicate this almost exact thing -
                        But when I add the field (GEinv) numeric, 6 and apply the field rule to auto-increment, simple expression the field is created but no data exists.

                        I attempt to recalculate and go back into the list of records but it is still blank.

                        Any suggestions?
                        There is no Auto-increment option in A4V7 or 8, so I'm not sure what you are referencing. V7 field rules allow User-entered or Calculated; V8 add the third option of Summary.

                        FWIW: Auto-increment is an Alpha Five field rule option, so I wonder if you are possibly talking about A5?

                        Dave
                        Dave Jampole
                        www.customalpha.com

                        Women and cats will do whatever they want. The sooner men and dogs realize that, the happier they will be.

                        Comment


                          #13
                          Ignore my previous post. I had my mind (such as it is) somewhere else completely.
                          Dave Jampole
                          www.customalpha.com

                          Women and cats will do whatever they want. The sooner men and dogs realize that, the happier they will be.

                          Comment


                            #14
                            Originally posted by Stan Mathews
                            Auto-increment happens on record enter, not on edit. Make the field user entered again, populate each record in the order you want for currently existing records, then change it back to auto-increment.
                            well not sure what transpired Stan = but after I had appended the records in a backup file I had that I use to test with - each had its own GEINV number just like I had wanted.

                            perhaps it was since the table was empty and I appended the records for another table.

                            go figure

                            george

                            Comment


                              #15
                              Originally posted by davej
                              George,



                              There is no Auto-increment option in A4V7 or 8, so I'm not sure what you are referencing. V7 field rules allow User-entered or Calculated; V8 add the third option of Summary.

                              FWIW: Auto-increment is an Alpha Five field rule option, so I wonder if you are possibly talking about A5?

                              Dave
                              yes dave - it is alpha 5 -
                              i searched for adding records and didn't notice I was in another forum - sorry

                              thanx
                              george

                              Comment

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