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Notes Utility how to export and import and How get the Timestamp to appear as text and numbers

Question asked by harp@joannajordan.com on May 10, 2014
Latest reply on May 11, 2014 by philmodjunk

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Notes Utility

I had a problem with the Notes Utility yesterday and I had to delete the records and rebuild it. I have it set up as a Utility portal and it is working in my layout. It took me about two weeks to get it working and I found that it was very complicated and I dont totally understand it.

That is why I was kind of reluctant to use the Notes utility that has Notes text field in a proper database way. The other thing I dont like about the Notes Utility is that the Timestamp appears with date and time all in numbers and I would prefer the longest date, just hours and minutes (no seconds) and the User name in between date and time and I just can not figure out how to do that.

I went to an older save of my DB and exported the notes utility, no problem.Then I tried to bring it into the current DB that got messed up yesterday and the only thing that imported was the Timestamp.

I took a look at the exported data and the text was there in addition to the Time Stamp, Luckily, I had not used the Notes Utility that much, so I only had 14 notes that I individually brought back into each contact that had a note.

Can anyone please tell me how to import notes the next time so that I will get the text in addition to the time stamp?

As well if anyone knows how to make the Timestamp appear as Thursday, May 8, 2014 USER NAME 12:03 pm (no seconds) I would really appreciate it

Thanks

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philmodjunk May 10, 2014 2:23 PM

Please explain what you mean by "notes utility". What is it and how is it designed?

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harp@joannajordan.com May 11, 2014 4:02 AM

Here is what it looks like

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harp@joannajordan.com May 11, 2014 4:03 AM

Notes Utility 3 in Layout Mode

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harp@joannajordan.com May 11, 2014 4:04 AM

FM Notes Portal in Broswe Mode

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harp@joannajordan.com May 11, 2014 4:05 AM

FM Notes Portal in Layout Mode

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harp@joannajordan.com May 11, 2014 4:05 AM

Add a Note Script

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philmodjunk May 11, 2014 7:27 AM

There are still unanswered questions here. Your first layout shows fields from a related table: Note Info and the 4 fields immediately above the Text Copy field.

You later show a portal--which is a good idea, yet your text field for the note still shows an inserted timestamp and user name. This is not necessary when you use a portal with one record for each note entered and keeping notes and timestamps separate from the note text is one of the reasons for using a portal with separate records for each note. This allows you to keep that data in separate fields that are part of the same note record.

I went to an older save of my DB and exported the notes utility, no problem.Then I tried to bring it into the current DB that got messed up yesterday and the only thing that imported was the Timestamp.

Was the notes table in your older copy exactly the same as the current copy?

You don't actually have to export data from a FileMaker file and then import the exported data into a different FileMaker file. You can use Import Records to import the data directly from one FileMaker file to another. But when you do import the data, it requires correctly mapping the fields of the source table in your older file into the target table of your current file. Of especial importance is that your notes records have a match field or fields that are needed to link a notes record to the correct related records in other tables. This data must be mapped correctly or the imported data won't match up to correctly to related records.

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philmodjunk May 10, 2014 2:23 PM
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Please explain what you mean by "notes utility". What is it and how is it designed?
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harp@joannajordan.com May 11, 2014 4:02 AM
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Here is what it looks like
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harp@joannajordan.com May 11, 2014 4:03 AM
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Notes Utility 3 in Layout Mode
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harp@joannajordan.com May 11, 2014 4:04 AM
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FM Notes Portal in Broswe Mode
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harp@joannajordan.com May 11, 2014 4:05 AM
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FM Notes Portal in Layout Mode
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harp@joannajordan.com May 11, 2014 4:05 AM
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Add a Note Script
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philmodjunk May 11, 2014 7:27 AM
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     There are still unanswered questions here. Your first layout shows fields from a related table: Note Info and the 4 fields immediately above the Text Copy field.

     You later show a portal--which is a good idea, yet your text field for the note still shows an inserted timestamp and user name. This is not necessary when you use a portal with one record for each note entered and keeping notes and timestamps separate from the note text is one of the reasons for using a portal with separate records for each note. This allows you to keep that data in separate fields that are part of the same note record.


          I went to an older save of my DB and exported the notes utility, no problem.Then I tried to bring it into the current DB that got messed up yesterday and the only thing that imported was the Timestamp.

     Was the notes table in your older copy exactly the same as the current copy?

     You don't actually have to export data from a FileMaker file and then import the exported data into a different FileMaker file. You can use Import Records to import the data directly from one FileMaker file to another. But when you do import the data, it requires correctly mapping the fields of the source table in your older file into the target table of your current file. Of especial importance is that your notes records have a match field or fields that are needed to link a notes record to the correct related records in other tables. This data must be mapped correctly or the imported data won't match up to correctly to related records.
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Notes Utility how to export and import and How get the Timestamp to appear as text and numbers

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