When you first receive Report Designer, you will be provided with a number of Master level Database Map items (folders, tables and fields). You can customise these to suit your practice requirements or the requirements of an individual client. There are, however, a few things you should be aware of before you start to customise these items.
If you add a new table or table field to a Master Database Map folder, the new field or table is saved at the Practice or Client level, while the Master Database Map folder to which the new item was added remains a Master. In this situation, the Master folder icon changes to indicate the presence of a non-master child component. For example:
if you change a table or field within a Master level folder while working at the Practice level, the new item will be a Practice level item and the Master level folder icon will change to
if you change a table or field within a Master level folder while working at the Client level, the new item will be a Client level item and the Master level icon will change to .
if you change a table or field within a Master level folder while working at the Practice level, then change it again at a later date while at the Client level, the Master level folder may contain both Practice and Client level child components and the Master level icon will change to the higher level. In this way, the child components are retained in the lower level version. The copied item will be saved at the Practice or Client level depending on the level at which you opened Report Designer.
If you edit a multi record table and change it to a single record table, any fields that contain more than one data record will be changed to only have one data record for the field. In this instance, the first record listed for a field will be retained, while the other records will be deleted.
A warning message will be shown where you can confirm your actions before any data is lost.
Multi-record tables
Multi record tables are tables that can have more than one data record stored per field (i.e., more than one value can be entered for the data fields in the table). For example, if you have a table containing a data field for the name of the directors of a company, you may need to add several directors to this. By making a table a multi record table, the system will allow you to add multiple entries to the data field ‘Directors’.
To make a table a multi record table, select the Allow Multiple Records checkbox in the Database Map Editor window.
When this checkbox is selected, it enables the Key checkbox in the window. If the table is multi record, at least one data field must be a key.
If a table will only require one value per field, leave the checkbox blank (e.g., if all the data fields in the table only need a Yes or No value or a date).
When you edit a Database Map item and it is saved to a lower level (Practice or Client level) with its original name, the Master item no longer displays in the Database Map tab. It is replaced by the Practice or Client version. The Master version remains in the background and is reinstated if the Client and/or Practice versions are moved, renamed or deleted. The Master item will display when Report Designer is opened from client ledgers for which a Client version of the item has not been created.
If you modify a database map item that is referenced by a Format, you will also need to modify the Format accordingly as there is no flow-through update to the Format when a Database Map item is changed. For example, if you change the Database Map folder ClientDetails to EntityDetails, any references within Formats to the Database Map folder ClientDetails will not automatically be changed to EntityDetails, and will therefore fail.
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