Database Reference
In-Depth Information
Value from Last Visited Record
Some databases need a lot of repetitive data entry. For example, if you're entering scores into
a grade topic database, you have to enter the same assignment information and date for each
student's paper—only the grade changes. In cases like this, FileMaker's “Value from last vis-
ited record” auto-enter option is exceptionally handy. When you turn on this option, each
time you make a new record, FileMaker automatically fills in those fields with the same data
as the record you last created or edited.
NOTE
Last Visited Record has a specific meaning. It's not the last record you were
looking
at. It's the last
record that was
active
. In other words, you can flip to a record and view it, but if you don't click into
one of its fields, it wasn't
visited
. If you're using this option but getting unexpected data, remember
this distinction.
As with the auto-enter Date option, you can easily change the values FileMaker enters after
you create the record. When you do, the next record you create copies the new, changed val-
ues from the record you just edited. Entering multiple sets of repetitive information becomes
a breeze—you modify the Assignment field only once per set of papers, for instance.
Data
The Data option on the Auto-Enter tab is useful when you have a field that usually has the
same data in it but occasionally needs to change. Suppose most of the properties you manage
are in Portland. FileMaker can put
Portland
in a City field for you—but you can still change
it when appropriate. Or if all your part numbers start with the same prefix, say “TPS-,” then
set up your part number field to enter that data automatically and then you can type the rest
of the numbers in manually.
Calculated Value
Auto-enter calculation fields are different from calculation fields. With calculation fields, the
data is entered for you, but if you need to override the value, you're out of luck. You can
click into a calculation field, but if you try to type, you'll get a warning telling you the field
isn't modifiable.
But auto-enter calculations give you the power of calculations, along with the ability to
change the result. For example, say you have a regular calculation field called Invoice::Due
Date. Its calculation—
Invoice Date + Payment Terms
—adds Payment Terms to the In-
voice Date field to come up with the Due Date value. Invoice Date is set as the creation date
