Enhance data entry with Pick Lists

Data entry is a nightmare. It's tedious and not always consistent. Did you know that askSam offers you the ability to create Pick Lists for your most used fields? With a Pick List you define a list of entries for a field. When you enter data in that field, you can have the list automatically appear, or simply press a key to display the list. Then choose the entry you want to insert in the field. Not only do Pick Lists speed up data entry but they prevent misspelled words and inconsistencies that keep you from locating your information. This is especially useful when multiple people are entering data.

 Pick Lists can be used on specific fields or can be set to be accessed from any point in an askSam file. Also, Pick List can be exported and saved to be used in other askSam files. And, with the free upgrade to askSam 4.1 you have the added ability to create Pick Lists from reports and other powerful features.

Creating a Pick List

Pick Lists provide you with an easy way to input data into an askSam document. To add a Pick List to your askSam database follow these steps...

1. Open the askSam file where you would like to insert a Pick List

2. Choose TOOLS -> PICK LIST. The Pick List dialog will appear

3. In the Pick List dialog select the field where you want the Pick List to appear

4. In the DISPLAY TEXT box type the word or phrase you would like to appear in the Pick List box.

5. In the TEXT TO INSERT box type the word or phrase you would like inserted into the askSam document. If this is the same as the information you typed in the DISPLAY TEXT you can leave this box blank and the Pick List will insert the text from the DISPLAY TEXT box.

6. Click ADD

7. Repeat these steps for each item you want to include in the picklist. Your picklist will look similar to the image below.

Pick List Options:

Once you have finished entering the Pick List data there are several options to choose from that make the Pick List more useful. Following is an explanation of each option...

1. Sort Popup Pick List - This will organize the Pick List alphabetically by the display text name. As a default the pick list items will remain in the order in which they were entered

2. Automatically Display Popup Pick List - This option will cause the pick list to automatically appear when you place the cursor in the selected field. As a default you have to press F11 inside the field to use your pick list.

3. Allow Only One Item To Be Selected - NEW IN 4.1 - this option allows you to set the pick list so that only one item can be selected. The default setting for an askSam pick list is to allow multiple selections by using the mouse or space bar.

Using a Pick List:

To use an askSam Pick List...

1. Choose CLOSE on the Pick List dialog.

2. Add a document to your askSam file.

3. Move to the field where the pick list is assigned.

4. If you chose the Automatically Display Popup Pick List option when creating the dialog the pick list will automatically appear. Otherwise, press F11.

Pick List Tips and Tricks...

1. Save Pick Lists to Use in Other Locations.

Many times it will be useful to use certain pick lists in other askSam files. askSam has added the Import/Export feature to minimize the time it takes to use already created pick lists in other locations. To use a pick list in another file...

1. In the current file choose TOOLS -> PICK LISTS

2. Select the field where you current pick list is assigned

3. Choose EXPORT

4. Select a folder and file name to store your picklist and choose SAVE.

    (Note: If you are using a large number of pick lists create a separate folder just for pick lists)

2. Create Dynamic Pick Lists (NEW! 4.1 ONLY!)

Pick lists are often used only in fields with a set number of options. However, many times we need the list to grow and change as our needs change for that database. To create a dynamic pick list that is generated each time the pick list is selected use the Automatically Build Pick List From An askSam Report option.

For example if, in my name and address database, I wanted a pick list for my city field that provided me a list of cities currently entered into my database, I would do the following...

1. Create an askSam report to output the city field. Choose TOOLS -> REPORTS. Drag and drop the city field into row 1 column 1 of the report layout screen. Choose REPORT -> SORTING AND GROUPING. Sort on the City field and select YES in the GROUP FIELD option. Save the report.

2. Return to your DATA DOCUMENTS and select TOOLS -> PICK LISTS (or press CTRL+F11). The Pick List dialog box will appear.

4. Choose the Field where you want to create a Pick List entry (from the "Field" dropdown menu).

5. Choose the "Automatically Build Pick List From an askSam Report" option. Select the file that contains the report (if not the current file) and then select the report name. Choose OK. You return to the Pick List Edit dialog.

6. Select CLOSE. To see your pick list, add a new document to your file. Move to the field containing the Pick List and press F11. The pick list will be dynamically generated and will include the results of the selected report. In this case I would receive a sorted pick list of all the cities that are currently in my database.

NOTE: You can use any of the Pick List Options to enhance your Report Pick List. Simply choose Sort, Automatically display or Select One item and they will work with your Report generated Pick List.

To use the Text To Insert option from a report generated Pick List you most format your report using the | character. The report must be generated with the "Display Text" first followed by a | and then the "Text To Insert". For example, the report will look like:

3. Delete a Pick List

To delete a pick list from an askSam file...

1. Choose TOOLS -> PICK LISTS

2. Select the field containing the pick list you wish to remove

3. Select DELETE ALL

4. Select CLOSE

See All Tips