Topic Adding Field to All Existing Documents

 Applies_To askSam for Windows

    Version 3.x, 2.x

Last_Update September 3, 1996

Question

When I add a field to an entry form I've already created, it only includes the field in any new documents I add.  How do I add a field to all the documents that already exist?

Answer

You must create a report in your file to output all existing fields plus your new field.  Then run the report and import the results into a new askSam file.

Resolution

Use the following steps:

1. Open the file in askSam and choose Tools -> New Report

2. Choose Define the Layout.

3. The following is a sample layout of a report to add the field.  A Company  field is being added to a database that already contains Name , Address , City , State , and Zip .

^body

^#

Name: Name

Company:

Address: Address

City: City

State: State

Zip: Zip  

@@

4.  Make sure you include the ^body, ^#, and @@ in the layout

5.  Choose Tools -> New Report and save changes

6.  Choose Run report

7.  Give the report output a name by choosing File -> Save As  

8.  Choose Export -> Entire File

9.  Select RTF under file type and name the file out.rtf.  Choose OK

10.  Choose File -> New and give your new file a name

11.  Choose File -> Import and select RTF under file type

12.  Choose Set Options and click on String.  Type @@ in the box.  Also select Remove Delimiter String.  Choose OK

13. Select the out.rtf file and choose OK

14. After the import, select Options -> File Preferences and change the field character to a colon.  Choose OK

15.  You will then need to type all your fields, including your new ones, into the Entry Form using a colon as the field character.  Select Edit -> Entry Form to do so. (Or you may use Tools -> Auto Field Recognition.)

16.  Choose File -> Pack