I'm listing three different methods.
1) You can use a calculation for this.
Upper ( Left(Heading ; 3 ))
Will return just the first 3 letters of Heading. You can use this same method for short forms for any of these fields as needed.
2) You can also set up a Case Function that returns different short forms for different headings:
Case ( Heading = "Governance" ; "GOV" ;
Heading = "Organization" ; "OR" ;
Upper ( Lef ( Heading ; 3 ) )
This returns GOV for Governance, OR for Organization and the left 3 characters formatted as Upper case for all other values in Heading.
3) And even more flexible approach is to set up a table of Heading names and their short forms. Then relate this table by Heading to your table and use the relationship to display your short form from the related table. This approach allows you to change/add/remove different Heading values by editing the records in this table without needing to modify a calculation defined in your database.
Thanks that helps. Now where would it save all this info? and how would i tell it to combine the short form for HEADING, CATEGORY, FILE, SUBFILE into one line which can be printed on labels?
Also would this same method work for radio buttons as opposed to pop-up/drop downs?
The method works as long as only one value may be entered into any given field (Don't use check box groups).
This can be a calculation field and you can either use a single calculation field that combines all the short forms into a single string of text:
Left ( "HEADING name ; 3 ) & "-" & Left ( CATEGORY name ; 3 ) & "-" & Left ( FILE name ; 3 ) & "-" & Left ( SUBFile name ; 3 )
Or you can use individual calculation fields for each part of this "address" and then combine them on the layout as merge text:
<<Short Heading calc>> - <<Short Category calc>> - <<Short File calc>> - <<Short SUBFile calc>>
See the Merge Field option that appears in the Insert Menu when you are in Layout mode for how to set this up.