View only found records

[jowayo]

I have a Tasks database which has fields including "task" and who the task is assigned to.

 

I am able to view all of the tasks via a portal on the master database. But, I want to be able to choose the person from either a drop-down value list or button and view only the tasks for the selected person.

[bikergeek]

Set the portal to use the relationship between master::user and tasks:user. When you select the user in the master DB, the portal will only show tasks for that user.

[jowayo]

Thank you for the speedy reply. Could you please give a more step by step approach. Thanks

[Guest Yukon Cornelous]

Try script step

 

Go To related Records [show related only]

[bikergeek]

In your master database, create a field called user. Format the portal through which you view the task list to use a relationship which matches the user field in the master database to the user field in the tasks database that you're viewing in the portal: master::user = tasks::user

 

Format the master::user field as a pop-up list using a value list we'll call "users" which is defined as containing all the values in the field tasks::users. Make sure the field indexing for tasks::users is "all".

[PiedPiper]

The above techniques are not allowing for the already existing unique connection between Master and Tasks and this is an important consideration. By basing it only User to User, you will get those Users for ALL Master records (regardless of the task assigned) appearing in your portal. Unless you only have one Master record, this probably isn't what you want. And your Master file/table probably doesn't even have or NEED a User field so I think bikergeek may have meant to say a global user field.

 

I assume you already have a valid relationship established between Master and Tasks. And you want to further allow filtering of the EXISTING portal to isolate specific Users within the related tasks displayed; but might still want to display ALL related tasks for each Master record at other times. You don't need another portal or another relationship!! You can use the same one!! You want your keys to end up looking like this (visual representation only) -

 

Master Key:

MasterID (when you want ALL related tasks to show)

(or)

MasterID gUser (when you want all related tasks by only ONE user to show in the portal)

 

This MasterKey will be a calculation which will display either MasterID or MasterID gUser depending upon whether you've entered a User in a global field. If text is in the global field, it will use the second key but if the global is blank, it will use the first.

 

Tasks Key:

MasterID

MasterID User this key will be a multiline key

 

Here's how to pull it all together: Create a global text field in Master called gUser. Your Master Key would be a text calculation (unstored) of:

 

If(IsEmpty(gUser), MasterID, MasterID & " " & gUser)

 

In your Tasks file/table, your new Key would be an indexed text calculation of:

 

MasterID & "¶" & MasterID & " " & User

 

Place your gUser field on your Master layout above your portal and attach a popup based upon a Value List (of Users from Tasks) as indicated above. If you use a popup List, it's easy to delete the field contents. If you use a popup Menu, teach your Users how to click it a second time then hit the delete key (if they want ALL tasks to show instead of filtered).

 

When the gUser field is blank, ALL related tasks will display for that one Master record. When someone selects a User in this field, the relationship will filter further and display those related tasks (for that ONE Master record) that are only for the User specified.

 

If you need further assistance, I am available for you. The above calc uses commas instead of semi-colons (which vs. 7 now uses). In 7, you also don't need the quotes around the ¶ and you can use an Auto-Enter (Replace) on your TasksKey ... and a few other things; but this will work for all versions so I thought it best to provide this method.

 

One additional point (but I'd rather give you too much than not enough): If you base this global field's Value List on a User first name, for instance, and more than one Mary has performed a task for this Master record, it'll give you both. Best to use something unique to your Users such as their ID (or combine their FirstName & " " & LastName to be sure it's unique.