Topic Adding Fields to an Existing Database

 Applies_To askSam

    Version 3.x, 4.x, 5.x. 6.x

Last_Update 05/25/2005

Question How do I add a new field to all documents in my database?

Answer If you add new fields to your documents, we have added a new command in askSam 5 (also in version 6) that will allow you to insert fields into existing documents.

If you want to drastically change the layout of your entry form, you will have to export your data to a Comma Delimited Text file (CSV) and then re-import it into a modified entry form. The steps to do this are listed below. (You might want to make a backup of your file before trying any of this)

NOTE: If you are working with documents with advanced formatting (such as resumes, Word Docs, RTF files), your formatting may be changed when the data is re-imported.

Resolution

1) First you must export the entire database to a comma separated text file (.CSV). Go to FILE > EXPORT > ENTIRE FILE. Set your 'Export Type:' as 'Text Delimited'. Give your CSV file a name and choose SAVE. Next select the fields you want to export. (Make sure that you specify whether they are single line or multi-line fields.)

2) After the export is complete, you can add the field(s) or make the changes to your entry form.

3) Next, go to DOCUMENT > DELETE OTHER > DELETE SELECTION to clear out any records that are still in your file, or else you will have duplicates when you bring your data back in. (You can search for all occurrences where a particular field that is present in all documents is 'Not Empty', that should do the trick.) This step is to clear out all old documents in the file, and to keep any Entry Forms/Reports/Mail Merges you might have stored in the file.

4) After you have deleted all documents in the file, choose FILE > PACK.

5) Finally, you should import your CSV file back into your database. Make sure that when you import, you have the appropriate entry form selected in the "Import into Entry Form" option.

After the data is imported back into the entry form, you should notice that any changes you made to the entry form prior to the import should be reflected in all documents in the file, whether it's a change in the formatting or the addition/deletion of fields.

NOTE: Inserting fields has been simplified in askSam 5 and 6 using the DOCUMENT > INSERT ENTRY FORM on ALL DOCUMENTS command. Simply create a new Entry Form with only the field(s) you want to add to your existing documents, and you can add it to All or Selected Documents in any location in the documents.