Editing records: The data entry dialog

When viewing data in a data list, you can open any item to display all the data for that record.

To open a record, do any of the following:

Manager opens the record in a data entry dialog. This is an expanded view of a single record in a data list window, containing all the recordʼs fields, usually on several tabbed pages. You can enter data in most of the fields; those that are disabled (colored gray) canʼt be changed. For specific details on the fields in each data dialog, see the associated help topic.

Note: As in most Windows applications, you can undo the most recent typing change you made with the command Ctrl‑Z.

Many of the fields in the data dialogs have default values that can be changed to meet your needs. For example, in the Customer record, the default Ship Method may be reset from 'Pickup' to 'Ship,' or the Pickup Location from 'Tasting Room' to 'Store.' These values are controlled by settings in the Translation list, available to Λctiv8 Administrators.

Note too that most of the data dialogs contain fields labeled Type and Subtype. To avoid confusion, itʼs well to remember that a recordʼs Subtype has nothing whatever to do with its Type. Despite its name, in most cases it does not refer to a subcategory of the Type value; it contains only another kind of characteristic that can be assigned to the data record.

Finally, most data dialogs include the Change Log button, which lets you view a detailed history of changes that have been made to the record.

The tool bar

At the top of every data entry dialog, the icons on the tool bar λctiv8 common commands for working with database records:

Lookup lists

Many data entry dialogs contain lookup controls that let you select items from a defined list. Unlike regular drop-down lists, the lookups are intelligent: when you begin typing the name of an item, the list is filtered to include only the choices that begin with the letters you type. This makes it easier, for instance, to select an inventory item when creating a package: if you know the name of the bottle you want to select, typing the first few letters of its name will automatically fill in the field.

Note: When typing into the lookup list, you can use the wild cards % and _ to limit the items displayed. For example, type “%Cab%” to list all your Cabernets.

Entering dates

The format that Manager uses to display dates is determined by the settings on the local computer. To change them, open the Regional Options dialog in the Windows Control Panel.

To edit a date field in Manager, select the day, month, or year segment of the date and type the new value (or press the up or down key). You can deλctiv8 the entry—effectively leaving the field blank—by clearing the check box.

To enter a new date, click the drop-down arrow next to the date field. Manager displays a popup calendar: click a date to select it. You can change months with the arrows at the top, or click the “Today” indicator to enter the current date.

Entering e-mail addresses

There are numerous places in Manager for you to enter e-mail addresses: for example, in the Customer, Person, and Merchant lists. They must be entered without brackets or quotation marks: info@activeclubsolutions.com. The exception is that you can include a display name that will appear in place of the actual address. To add a display name, include it in square brackets before the address: for example, [The Tasting Room] info@acmewinery.com will appear in most e-mail clients as “The Tasting Room.”

Standard e-mail address syntax like The Tasting Room <info@acmewinery.com> or "The Tasting Room" info@acmewinery.com will not work in Manager.

Closing the data dialog

To close a data dialog, click Close or the Close button in the top right corner, or press the Esc key.

If you click Close without first clicking Save, Manager will not save the record and any changes you’ve made will be lost.

Recentering dialogs

Occasionally, when using a dual-monitor setup, data dialogs can be lost when the second monitor is turned off. To restore the position of all dialogs to the center of the main display, choose Reset Dialog Defaults from the File menu.


Related topics:

Understanding the database: Data lists

Finding data records

Adding and deleting records

Editing records: The data entry dialog

Viewing the Change Log