ARCHIBUS Smart Client

Editing Data and Saving Changes

ARCHIBUS database tables contain many types of fields. Fields that accept any alphanumeric text value — such as letters, numbers, punctuation, and spaces — are known as text fields. Text fields are a very common type of field in ARCHIBUS tables.

To enter a new value

Move the active cell box to the field's cell.
Do one of the following:
- If the cell has an arrow in the upper right corner, click the arrow to show the list of values for this field. Select a value from the list to make that value your entry. These fields are either enumeration fields providing values that correspond to predefined values, or they are validated fields. See Selecting Validated Data.
- If the cell does not have an arrow, click in the cell and type your entry.
When the cell is ready for editing, the Edit icon (pencil) appears at the end of the row to indicate that you are editing that record. The cell you are editing is outlined in a darker color to show that it is active.
Note: Once you make an entry in a cell, the next cell you tab to is active without needing to click.
To save your entry, click off the record.

To overwrite an existing value

Move the active cell box to the field's cell.
Click and type the new value.

To insert characters into a value

Move the active cell box to the field's cell.
Click, position the cursor to remove the highlight, and type the characters.

Editing Interdependent Fields

Two fields can be interdependent in that one of the fields is validated against the other. This validation occurs when you click off the record to save it. For example, when a city value is saved in a record, the system validates that the record has a valid state for the city you have entered. When you add a record, the system ensures that your selection is valid by only presenting valid values in the Select Values dialog. However, if you change a field from a validating table, for example, the State field, you must ensure that the field that depends on it, for example the City field, has a valid value before saving the record.

Some examples of interdependent fields are state/city, division/department, and country/region.

Changing both interdependent fields

The following procedure describes changing both interrelated fields by clearing the filter in the Select Values dialog for the dependent field. The procedure uses the example of entering a new state and city for a record.

To edit both interdependent fields:

Click the Select Values button for the field that is validated; in this example, the City field.
Note that the Select Values dialog for the City field is filtered to show only valid values for the state currently entered for the record.
Remove the check box at the bottom of the dialog to clear this filter.
Now the dialog shows all valid State/City selections.
Select the State/City combination that you want to use in the record.
Your selection updates both fields.

Clearing the entry for a validated field

The following procedure describes clearing the entry for a validated field. You would need to do this if you are changing to a validating field that has no values defined for the field that depends on it (for example, a country that has no regions defined). To save a record for a country that has no regions defined, you must have no selection for the Region field.

To do so:

Click the Select Values button for the validated field (in this example Regions).
In this example, the Select Value editor shows Country/Region combinations for the currently selected Country. One of the selections has no value for the Region.
Select the Country/Region combination that has no Region defined.
This clears the entry for Region.
Now you can change to the new country by clicking the Select Values button for the Country field, and selecting the new country.
The record can now be saved by clicking off it.

Editing Special Database Fields

In addition to text fields, a table may include many other types of fields, each holding a certain kind of data. The type of field determines how you edit it.

Fields Completed by ARCHIBUS: Although you can display a particular field in a grid, you may not be able to edit it, because the program has completed the field's value for you. For example, drawing-driven fields, such as the AREA field for a room, are updated based on changes made in the drawing document; virtual fields are updated according to calculations from other field values; primary key fields for auto-numbered assets are completed by the system.
Primary Keys: By default, a grid view includes the primary key field and lists it as the view's first field. The program includes the primary key field so that you can enter identifying keys when creating new records. See Identify Records.
Validated Fields: The cell for a validated field has an arrow in the right corner. Select the cell and click the arrow to present the list from which you choose a value from the validating table. See Selecting Validated Data Using the Select Values List for information on working with the Select Values dialog. See Editing Interdependent Fields for information on editing fields where one field is validated against the other.
Highlight pattern fields: Some tables include AutoCAD highlight pattern fields. When this field is completed the field displays the color of the highlight. See Defining Highlight Patterns.
Date and time fields: Date fields include an arrow that brings up a calendar from which you select the date. The date is shown in the format for your locale.
Timestamps: You are not able to edit tables that use dates or times as primary key values. You can view the contents of these tables, but cannot edit their contents, as the contents are produced programmatically.
Document fields: These fields display the file name. The field cannot be edited.
Hierarchical fields: Hierarchical Fields (that is, Fields with A/FM Type Hierarchy or Hierarchy Concat) display the hierarchical Select Values dialog. This dialog shows values from the validating hierarchical tables to accurately enter data in these fields.
This dialog is similar to the Select Value dialog used for working with validating tables, except that this dialog is used when the validating tables use the unlimited-tier hierarchy feature. If you select a foreign key field from a hierarchical table, such as the Accounts table, this dialog displays the values for this field from within the hierarchy. For example, if you were in the Work Request table and selected an entry in the Account Code field, this dialog opens to display the selected value in its level in the hierarchy.

Saving Changes

ARCHIBUS automatically saves your changes in the following situations:

When you move off a record.
When you move to another ARCHIBUS Smart Client task, or task- switch to another Windows application.