Items Tab


Table of Contents   Previous Page  Next Page    

Note: The tab pages to display, and the order in which they appear, are controlled via Preferences.

This tab displays all Items that have been assigned to the group. Items, or "categories and items" as they are commonly referred, are a very powerful and flexible feature.

Items are used for situations where you need to store more than one value for a give kind of data (this is sometimes referred to as a one-to-many relationship). In other words, a group (the "one") may hold multiple titles, win multiple awards, etc. (the "many"). Custom fields don't work very well for this, because each field only holds one piece of data. Items, on the other hand, work perfectly because you can create any number of items, linked to any number of categories, and assign them any number of times to a given record. In the sample above, this group has received the award for Largest Group twice, and they are recorded as identical items under the same category, "Group Successes."

Filtering the Display

By default, all items assigned to the group are displayed. If the group has a large number of Items assigned to it from various categories, you can filter the list to a specific category using the Show By Category dropdown.

Note: If you add or change an Item and give it a different category than the one currently being used to filter the display on the tab, the item will not appear in the list until you select the appropriate category or choose "(All)". In other words, if the category is filtered to "Group Successes" and you add a new item under the category "General", it will not appear in the list until you change the list to "General" or "(All)".

Adding an Item

1On the Items tab, click Add.
2When the Add Item window opens, the following fields are available:

 Category - The category you select determines which items will appear.

 Item - The item to assign.

 Date - The date to associate with this item.

 Comments - General comments. Since items may be used multiple times, the combination of date and comment help distinguish one from another.

 If no items (or categories) are available in the dropdowns, you will need to create them first. See Maintaining Items for more information.

3When you are finished, click OK.

Changing an Item

1On the Items tab, select the item you want to change, then click Open.
2When the Maintain Item window opens, make your changes, then click OK.

Deleting an Item

Deleted items are removed from the current group only. If you want an item to no longer be available to any group records in the future, you must delete the Item from the system dropdown list. See Maintaining Items for more information.

1Select one or more items to delete.
2Click Delete.
3Confirm the deletion.