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Keeping records in the database but hiding them from users

Question asked by Muffalupogus on May 13, 2011
Latest reply on May 13, 2011 by philmodjunk


Keeping records in the database but hiding them from users & normal use (archiving them)



I am working with a database and as we add new records and analyze old ones some become obsolete and I want to "hide" or "archive" them.  This will allow new additions and hopefully will allow me to prevent the import a duplicate record that we have already archived. Currently we have been deleting the records that were no longer of use but I quickly figured out this was going to be a problem as the database grew & evolved over time.

So I am trying to do 3 things:

1- create a script upon start-up of the general user account that will "find" and omit all of the records that have a "No" in the "Active Record" field I created.  newly imported records will have neither a yes or a no so this is why I just want to omit "No" records.

2- create a button that, onClick, will change the status of the "Active Record" field for that record from "Yes" to "No" and then ideally actively filter out this record

3- have a superseding find occurring in the background that will essentially perform the omit "No" find from 

I have tried doing (1) and clicked "yes" on 5 of my 800 files as a test (oh, the Active Record field I made a radio button, but I don't think this should affect the script's recognition of "yes" should it?) and I have not been able to return any records for a simple script of:

If [Get (AccountName) = "User" ]

Perform Find [FIELD = "yes"]

End If

I'd appreciate any help or suggestions anyone may have on any piece of these 3 parts.  My boss ideally would like this done early next week and I'm still learning FMP and no one I work with ever heard of it until I suggested this would be a good way to try and manage this data so I'm sort of on an island.  Fortunately this island has the internet : )

Thanks in advance!