DutyMan Data Forms

DutyMan Data Forms are used to view and modify things chosen from a list. Technically the ‘things’ are data records and the list is a data table in the DutyMan database. An example is duty type records in the duty types table.

All DutyMan Data Forms have a similar layout. On the left is a list of records and on the right is a form showing a single record.

The List of Records

Each row in the list contains enough information to identify individual records.

If there are relatively few records in the list then all are shown. If there are potentially many records in the list then there is usually a way of limiting the number of records shown at any one time, for instance by selecting the first character of member names.

To show a record in the form, click its row in the list.

Finding Records in the List

If the heading of a column is blue then the list can be sorted on that column. Click the heading once to sort in ascending order; click again to sort in descending order.

Example

The Record Form

The form shows all the information in a single record with usually one item per row. Larger forms may be organised into tabbed pages. Click on a tab to switch pages.

The items of information (technically fields) can be modified by overtyping, selecting from dropdown lists, ticking boxes and so forth.

At the top of the form is a toolbar with these tools

	Add a new record.
	Save the changes you have made.
	Undo any changes you have made since the last Save.
	Delete the current record.
	Show the previous or next record in the list.
	Get help with using the form.

Not all tools are always available. For longer forms the toolbar may also appear at the bottom of the form.

Using the Record Form

To view a record

Select the record from the list on the left by clicking it.

To modify a record

• Select the record from the list on the left by clicking it.
• Make your changes in the form on the right.
• Click in the toolbar to save your changes.
• If you change your mind click in the toolbar to cancel your changes.

To add a new record

• Click in the toolbar.
• Enter basic information about the new record.
• Click in the toolbar to create a new record. The new record appears in the form and you can then modify it as above.
• If you change your mind click in the toolbar to cancel.

To delete a record

• Select the record from the list on the left by clicking it.
• Click in the toolbar.
• You are asked for confirmation.
• IMPORTANT Once a record has been deleted it cannot be restored.

Validation

When you add or update a record the values of its fields are checked before being stored in the DutyMan database. Typical checks are that numeric fields contain only numbers, date fields contain valid dates and email addresses are in the correct format.

A common check is for fields that must have a value and cannot be blank. These required fields have a * next to them.

Fields that fail validity checking are indicated by a brief message. Correct the value in the field and click again.