Defining a value list for data entry

Contents > Editing objects on layouts > Selecting and working with objects on a layout > Defining a value list for data entry

Defining a value list for data entry

If a field uses the same set of values for many or all records, you can allow users to choose values from a value list. A value list lets you define frequently used text, number, date, or time values and then format the field to display the values in a pop-up menu, a drop-down list, or as a series of checkboxes or radio buttons.

Value lists help make data entry faster and more accurate. You can also sort records in the order of a value list, for example, sort by month or region.

When you define a value list, you can obtain the values from one of three sources:

From a field in the current file or another file. This method provides flexibility because the value list can dynamically update itself based on the current values in a field. If the field is in a related table, you have the option of showing all the values in the field, or only the related values.

From a static list of values that you create yourself. This method is the easiest way to create a value list because you enter the values that you want the value list to display. However, it's not as flexible as basing the value list on the content of a field, because you have to redefine the value list in order to change what it displays.

From a value list already defined in another file. If the value list you want is already defined in another file, you can use the value list from that file instead of recreating it.

Setting up a field object to use a value list is a two step process:

First, follow the instructions below to define the content of a value list (the values you want the list to display).

Finally, in Layout mode, format a field object to display the value list as a pop-up menu, drop-down list, checkboxes, or radio buttons. For more information, see Setting up a field to display a pop-up menu, checkbox set, or other control.

To define a value list:

1.	Choose File menu > Manage > Value Lists.

2.	In the Manage Value Lists dialog box, click New.

3.	In the Edit Value List dialog box, for Value List Name, type a name.

4.	Do one of the following:

If you want a field to be the source of the values, continue with the next step (step 5).

If you want to create a static list of values, skip ahead to step 12.

If you want to reference a value list that is already defined in another file, skip ahead to step 14.

5.	Select Use values from field.

6.	In the Specify Fields for Value List dialog box, for Use values from first field, select the table that contains the field you want, and then select the field in the list.

If the table you want is in another file and does not appear in the list, choose Manage Database from the list, and add the table to the relationships graph. For more information, see Creating relationships.

7.	Choose whether to display all the values in the field or only related values:

To include all the field values in the value list, choose Include all values.

To include only related values in the value list, choose Include only related values starting from, and choose a related table from the list. The value list will only display field values from records that satisfy the relationship criteria specified between the related table and the table containing the field selected in the Use values from first field list.

For an example of a value list that displays only related values, see Example of a value list that includes only related field values.

8.	To also display associated values from a second field, select Also display values from second field, select the table that contains the field you want, and then select the field in the list.

Select this option to display the values from a corresponding field after the values in your value list. For example, to help with data entry, you could display part names next to part numbers. If Also display values from second field is dimmed, first select a field in the left field list as described in step 6.

Note During data entry, a value list that displays values from two fields still only enters data from the first field specified in step 6. The second field in the value list is for display only, and its value is not entered into any field. However, you could use a lookup to automatically enter the data from the second field. For more information, see About lookups.

9.	If you selected a second field to display in step 8:

Choose which field to use for determining the value list sort order

Choose Show values only from second field to display values from the second field, but store the data from the first field

If you choose not to select Show values only from second field, the value list will display both fields, for example, a pop-up menu displays both fields.

Summary of Show values only from second field behavior:

Field/control

Behavior

Radio Button set, Checkbox set, Pop-up menu

Only the value from the second field is displayed. When you make your selection, the corresponding value from the first field is stored in the database.

Drop-down list

The field displays the value from the first field. When you click in the field, the drop-down list displays values from the second field. After a selection, the list again displays the value from the first field when the field is exited.

Note When you make your selection, the corresponding value from the first field is stored in the database.

10.

For a text field, if you want to display the values in a specific language's dictionary sort order, select Re-sort values based on and choose a language. Otherwise, the values are sorted in the index order of the field's default language. This setting is ignored for other types of fields.

For more information, see Choosing a language for indexing or sorting.

11.

Click OK, and then skip ahead to step 16.

12.

Select Use custom values, then type each value on a separate line, in the order you want them to appear.

Press Enter (Windows) or Return (Mac OS) to separate each value on its own line.

Tip To create a separator line between items in a pop-up menu or drop-down list, or produce spaces between radio buttons or checkboxes, type a hyphen on a separate line where you want each separator line or space to appear.

13.

Skip ahead to step 16.

14.

Select Use value list from another file and, from the list, choose or create a file path that points to the file containing the value list you want to use.

For details on file paths, see Creating file paths.

15.

From the Value List list, select the value list from the other file.

Some value lists may be dimmed and cannot be selected. These value lists are defined to show only related values from a field and cannot be referenced directly from another file. Instead, use the Use values from field option. (You will also need to add the table from the other file to the relationships graph in the current file.) To create this type of value list, follow the instructions that begin with step 5 above.

16.

Click OK twice to close both the Edit Value List dialog box and the Manage Value Lists dialog box.

17.

Attach the value list to a field on a layout.

For information, see Setting up a field to display a pop-up menu, checkbox set, or other control.

To change, duplicate, or delete a value list:

1.	Choose File menu > Manage > Value Lists.

2.	In the Manage Value Lists dialog box do one of the following:

Do this

Change the values in a value list or how the values in a dynamic value list are generated

In the list of value list names, select the value list, then click Edit. In the Edit Value List dialog box, make changes. Then, click OK.

Note Redefining a value list item after data has been entered might cause unexpected results. For example, if you change a value list item from Accessory to Accessories, the field will appear to be empty on layouts where the field is formatted as a checkbox or radio button. Also, you will not find the existing records if you search for Accessories.

Duplicate a value list

In the list of names, select the value list, then click Duplicate.

Delete a value list

In the list of names, select the value list, then click Delete. In the confirmation dialog box, click Delete again.

3.	In the Manage Value Lists dialog box, click OK.

Notes

If you want a field to always use the values in the value list, no matter what layout the fields object is on, specify a validation option in the field's definition. For more information, see Defining field validation.

If the value list you're defining contains dates, make sure the values contain four-digit years such as 6/29/2007 instead of 6/29/07. During data entry, a date field formatted to display a value list containing two-digit year dates will convert them into four-digit years as described in Conversion of dates with two-digit years.

Fields from ODBC data sources cannot be used in value lists.

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