There may be an occasion where you have an exisiting database and you wish that you could take one of the fields that already has data in it and create a look-up table out of that data. It is possible to do that in Summation. It takes a few steps, but compared to the time it would save on re-entering that data in a look-up table it is well worth it.

The first thing you will need to do is create a blank look-up table attached to the field you wish to create the look-up table for. You would do this just like you would create any look-up table, through the Form Editor ('Options' --> 'Create or Modify Forms') Then double click on the field you want to add the look-up table to and then select the 'Lookups' tab. Click on 'Add New Lookup' and follow the steps, selecting what type of look-up you wish to create. When it gets to the screen where it asks what table to attach the look-up to , click on 'New Table'. Here you can either type in new names, or keep the defaults, you just have to remember the name of the table.

After you have selected the table, you are done in the Form Editor for now. Click finish and then close the Form Editor, saving the changes you made to the form. Now open the document database where the populated field exists. Click on the Column tab and then remove all the fields except the one you wish to create the look-up out of. (You would do this by hitting Ctrl + F or going to 'Options' --> 'Display Field List' and then double clicking on the fields you wish to hide. If the fields are in bold, they are already hidden, if they are grey, they are being displayed. So basically, double click on all the fields that are greyed out until only the one you wish to copy is grey.) When you have just one column displayed in the column view, then go to 'File' --> 'Write Setup' and select 'Comma Separated'. Click OK twice to get back to the document database view and then go to 'File' --> 'Write Summaries'. A dialog box will appear that will allow you to name the file you are saving and also choose where it will be saved. I named it the same as I named my look-up table and elected to save it where Summation defaulted to, namely the case folder of the case that I am in. Whatever you choose to do, just remember both the name of this file and its location.

Now, if you haven't already, open the case to which you want to attach the look-up table. Open the Form Editor and go to 'File' --> 'Close Form'. Then select 'Options' and make sure that 'Show System Tables' is selected (it should have a check mark by it, if it doesn't click on it). Go to 'File' --> 'Open Form' and then select 'New'. Name it whatever you like, I chose the same name as the table I'll be using for the look-up. When it asks which table to attach it to, select the table you created earlier (it will have an underscore in front of it, this is normal).

You will then have a blank form. Click on the button on the toolbar that has an 'ab' on it and click anywhere on the form. When the box pops up, choose one of the 2 fields and click ok. Repeat this process, selecting the other field. It doesn't matter how the fields look on the form though, since you will probably never look at this form again. To avoid duplicates in your look-up table, you need to make sure that the expansion field (in this case Sourcesx) is marked unique in the field attributes.

Save and close the form and close out of the form editor as well.

Now you will populate your look-up with your existing data. Go to 'File' --> 'Select Form...' and select the form you just created then open the document database. Select 'File' --> 'Import Summaries' and browse to where you stored the summaries you exported earlier. You may have to select 'All Files' in the lower left hand corner of the box instead of text files so that you can see the one you're looking for. Choose your fields from the available fields box (you will probably want the one with the 'x' after it, the other column is for the codes if you have a self replacing field, you can add the codes later). Click on the 'Setup' button in the upper right corner and make sure that both Check Against Current Form Templates and Check Uniqueness are selected. Click on quick check and if there are no errors or problems, click on 'Import File'. When it is finished, go ahead and keep clicking OK to get back to the import screen. Click on 'Close' and it will then ask if you wish to blaze, select yes. (If you wish to add codes, you can enter column view and add the appripriate codes in the 'codecol' now) All that is left for you to do is re-load the form that you normally use with your database ('File' --> 'Select Form...'). To make sure that the data attached correctly, open the document database and enter Edit mode (hit F2) and then right click in the field that you attached the new look-up table to. It should come up with your new data. If you have an idea for Summation's Tip of the Week, or would like clarification on specific procedures contact us, we welcome your suggestions. Should you require assistance with an issue, contact our Technical Support Staff.