>Hi -- 5 questions for you all to answer. >Context: FMPro5.5 server version / FMPro 5.5 w/ liscence on all >desktops. Just imported from V1.03 into V2.02. > >1. We just imported from V1.03 and there were 1481 records ... when we >converted to v2.02 there are now 2689 records. In looking into this >anomoly, ebase has split all those contacts where the husband / wife >(Partner) has a different last name -- so instead of just one record of >jane doe and harry smith -- there are now three records of jane doe, >harry smith, and jane doe and harry smith. This could pose a problem in >terms of staff entering contributions -- making sure they are accessing >the right record; and in running a query / script where you're looking >for certain kinds of donors -- you don't want all 3 (in essence the same >people) coming up on that list. Doe ebase know the difference? Is >there a way to get back to just 1 record or don't we want to do that?
A basic design feature of version 2 is that each record is only one entity - an individual or organization. The links function is the way you connect them. You're right, you don't want all three records for a family coming up on the same list; ebase provides the flexibility for you to make sure only the right people come up on a list. Only one member of a family volunteers, only the family membership gets the newsletter, etc. >2. Is it possible to get a description / purpose of each field (with >field name code)? This piece of information is really critical to >understanding which information is meant to go in which fields. It was >a pain not having it in V1.03 and seems even more imperative for v2.02. >Can any one provide this? As Walt notes, this was done at some point for the developer community; I'm not sure it has been reviewed or released for users. You're right, it's important, and I'm sure it's on the to-do list. >3. Re: changing layout formats ... can you only change layout (report) >formats from within the DevLogin file? If so, that seems dangerous. Is >there a list of layouts like there were in 1.03? If so, where is it / >how to access? We want to create our own custom report formats ... does >v2.02 preper that you do them in Word or Excel only? When I enter >Contacts.200 from opening FMPRo 1st, the view layouts is only accessible >in the Reports section -- is it possible to change (ie customize) the >layout of say the Contacts Overview screen? If so, how? Another of the basic design features of v2 is to move report generation into Word or Excel. Users were having a lot of trouble getting FileMaker layouts to do what they needed to. You don't want to modify layouts in the core files (data files) because those revisions will be lost in the next upgrade. Create layouts in Word or Excel, or in an external report module that captures data from the core files. >4. Related to the fields request above, in what fields should we place >the names of baord and staff members who know verious contacts for >fundraising purposes. For example, if Gene B knows Contact x and we >want Gene to call Contact x, in what field do we place Gene B so that it >is searchable? So if I want to print out a report of all contacts that >Gene B knows and will call during a phonathon .... how would I do that? The links function is the feature intended to contain the relationships you're looking for. You can export fields from the links relationship to print a list. >5. Just tried to backup the V2.02 files onto a CD and I'm told that it >can't copy the file -- that it's lock from another function. How do I >back up our files? I think Walt got that - it's open. -- -- Dave Shaw H4 Consulting tel: 206-954-7526 fax: 206-625-1338 ------------------ Reminder to each recipient: To change your list account preferences, go to http://email.sparklist.com/scripts/lyris.pl?enter=support and enter the email address you used to subscribe to the ebase support list:: [email protected] To unsubscribe send a blank email to [EMAIL PROTECTED] --------------------------------------------------------------------- ebase - Relationship Management for Nonprofits, http://www.ebase.org ---------------------------------------------------------------------
