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What is a value list in FileMaker?
Under a Value list is understood in the FileMakerenvironment is a list of values that can be used within the FileMaker solution, for example in pop-up lists, pop-up menus or checkboxes. A value list can either consist of predefined static values or dynamic values generated from the database itself. The definition of value lists in FileMaker takes place under the menu item [File > Manage > Value lists].
Static value lists in FileMaker
Static value lists are used if all values in a value list can be defined in advance without any problems. This is the case, for example, if certain status fields should or should not contain a certain value. The following example shows a corresponding value list for a "Book automatically" status field.
To create a static value list, the last option [Use special values] and enter the corresponding values in the text field displayed. Hyphens can also be inserted into a static value list by simply creating a line with a hyphen (-).
If this value list is now used with a checkbox, radio button or drop-down list, for example, you can specify for the respective field object in the FileMaker inspector whether the value list can be changed and extended by the user. When selecting the field and setting up the field type with value list, a further entry then appears [Edit...]after selecting which the user can edit and extend the entries in the respective value list during the runtime of the database. For this purpose, a new dialog appears on the screen for editing the value list.
Dynamic value lists in FileMaker
Value lists can also be set up in FileMaker so that they contain dynamic data from connected databases. For this purpose, when defining the value list, the option [Use values from field:] is selected, whereupon the following dialog appears:
In the left-hand column, you define which field of a reference table is to be used to populate the value list. Below this, you can define whether the value list should contain all values in the field of the reference table or only reference values based on an existing relation. This may be necessary if, for example, only data relating to the customer called up is to be displayed in the value list.
In the right-hand column, a second field can be defined whose data is to be displayed in addition to the first field. If the option [Show values only from the 2nd field] is selected, only values from the second field are displayed. Attention: With this option, the result is still the value of the first field!
With the option [Re-sort values based on:] a different sorting can be selected for the value list. By default, value lists in FileMaker are sorted alphabetically (text), which means that numbers are also sorted alphabetically and not numerically.
Value lists from another file
This option can be used to create a value list based on a value list from another file. In this case, the value list from the other file is "transferred" to the current file and displayed.
Value lists in gFM-Business merchandise management
In the CRM, invoicing and merchandise management system gFM-Business, a value list is used to define default values for certain fields. Some static value lists can be defined in gFM-Business by clicking on the lower selection point [Edit...] can be edited. After selecting this menu item, a dialog for editing a value list appears.
This type of value list is only used for certain status fields that are generally rarely changed compared to the standard. Individual changes in these value lists are not adopted during an update and must be adapted again after an update.
Configurable value lists in gFM-Business
All user-defined value lists can be found under [Settings > Preferences > Value lists] can be edited. All value lists are color-coded according to the corresponding module in gFM-Business. All changes and enhancements made in this screen are taken into account when the program is updated and transferred to the new version.
Attention: If you change or remove an entry in an existing value list, make sure that there are no more data records that still contain the value before the changes. Otherwise, these values will no longer be displayed in checkboxes or radio buttons, for example, as the previous value will no longer be in the value list.
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