Associated Tab (Members)


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

The Associated tab displays all membership records, group records, and files that have been related to this member. Associated members may be any other member record that is in some way tied to the current member. Typically this includes family members that have their own membership (see Friends and Family also), golf partners, referring members, etc.

Note: See Friends and Family for a discussion of the differences between associating members and storing them as friends/family records. Associated members can be converted to Friends/Family records via the right-click menu on this tab.

There are two ways to add a associated member; by searching for an existing record, or by adding a new record that will be automatically tied to the current record. Associated group records must already exist in the database.

Adding a New Associated Member
...by creating a new record

1In the Associated Membership Records section, click Add.  If you would like the new record to be based on the current member, answer yes when prompted. (The main address, last name, company name, alt mail name, start date, end date, and status are copied if you choose this option.)
2When the new member window opens, create the new record normally, completing all appropriate tabs.

 Since this record is already part of an association process, there is no option on the Associated tab of this record to create another new record. This prevents a circular creation of records-within-records-within-records.

3When you are finished, click OK. The current record will save and close, and it will appear as a new association on the original record.
4If you would like to enter optional association details, select the associated record and click Open. You can specify the manner in which the record is linked to the current member, and visa versa.

Adding a New Associated Member
...by searching for an existing record

1In the Associated Membership Records section, click Search.
2When the search window opens, enter criteria that will help you find the records you want to relate, then click Search.

 When creating membership associations, the last name of the current record is entered automatically as search criteria, and if no associations have been established yet, the initial search is also executed for you.  This is designed to simplify searching for existing family members.

3You can search for as many records as you need. Each time you click Search, the results of the previous search are replaced with the results of the new search. Select the Append checkbox to cause the new results to append to the existing results list.
4Choose the records to be brought back as associations, then click the Select button. All selections will be added as new associated records if they don't already exist.
5If you would like to enter optional details, select the associated record and click Open. You can specify the manner in which the record is linked to the current member, and visa versa.

Adding a New Associated Group

Group associations are always added by searching for an existing group record. Group records cannot be created directly from the member record.

1In the Associated Group Records section, click Search.
2When the search window opens, enter criteria that will help you find the records you want to use, then click Search.
3You can search for as many records as you need. Each time you click Retrieve, the results of the previous search are replaced with the results of the new search. Select the Append checkbox to cause the new results to append to the existing results list.
4Choose the records to be brought back as associations, then click the Select button. All selections will be added as new associated records if they don't already exist.

Deleting an Association

Deleting an association from this tab merely destroys the relationship between the two records. The actual records themselves are unchanged, and nothing is deleted.

1Select one or more membership or group association to delete.
2Click Delete in the appropriate section (members or groups).
3Confirm the deletion.

Associating a File

Any file stored on your computer can be associated with the membership record.  The file is either stored as a link to the physical file, or stored in the database, depending on the File & Photo Storage database preference.  If you are storing files and photos in the database, be sure to keep file sizes as small as possible to avoid dramatically increasing the database size.

1In the Associated Files section, click Add.
2When the file browsing window opens, navigate to the file to be used, then click Open.
3The path to the selected file will appear in the New File window, and you can enter an optional description of the file. This is helpful to simplify the name of the file. i.e., \my documents\MemberTies\membership_report_04.doc can be described as "April Membership Report".
4When you're finished, click OK to save the association.

Changing an Associated File

1In the Associated Files section, select the file to be changed, then click Open.
2Make your changes, then click OK.

Deleting an Associated File

1In the Associated Files section, select the file to be deleted, then click either:
Delete - To delete the association, leaving the physical file in its current location.
Delete File - To delete the association and the physical file itself.

 Note: If files are stored in the database, deleting the association always deletes the stored file as well. Otherwise, the orphaned file would sit in the database forever.

2Confirm the deletion.