The portal is located on a layout based on which table? Department or Client?
This apparent relationship:
Department::Deparment ID = Staffing::Department ID AND
Department::Department Name = Staffing::Department Name
appears to have an unecessary pair of match fields. You should be able to remove the department name fields from the relationship and the relationship (and portal) should still function the same as it does now.
I would like to populate the Shift Date and Departments in the Data Entry portal based on the which client and shift date
The deparment name field can be removed from the staffing table. You don't need it. Any time that you need the department name for a Staffing Table record, you can refer to the department name field from the Department table. I'm not sure what you have in mind for "shift date" as you do not show a shift date field in any table except Staffing. Thus, there is no where from which such a date can be "looked up". But if you want to add a single shift date field on the layout, outside of the portal such that each new Staffing record created in the portal automatically enters that selected shift date, this can be done if you define a Shift Date field in the department table and define an auto-enter calculation on the Shift Date field in Staffing that copies the value of this field from the related department record.
The Portal is based on the Depatrment Table
Good to know as the suggestions I made in the previous post were based on that assumption.
I edited the table structure. It is now sturctured
Client Table Department Table Staffing Table
Client ID <---------------------> Client ID Shift Date
Client Name Deparment ID < -----------------> Department ID
Department Name Field 1
Field 2 .......
For the shift date I have a text box outside the portal which the end user can pick the shift date. I would like the value of that text box passed in to the Shift date Field in the Portal for every Department associated with Client Chosen. Then the user can enter data into the empty fields (i.e. Field 1, Field 2 ) So that before the end user enters data the portal would look like the example below after selecting Client and Shift Date.
Drop Down For Client [Client 1] Shift Date Text Box [12/18/2012]
Staffing::Shift Date Staffing:: Dept ID Department::Department Name(Display only) Staffing:: Field 1 Staffing:: Field 2
12/18/2012 001 Dept 1
12/18/2012 002 Dept 2
12/18/2012 003 Dept 3
Define a field of type date, let's call it SelectedShiftDate in the department table.
Then find the ShiftDate field for staffing in manage | Database | Fields. Double click that field definition to open the Field Options dialog box.
Select the auto-enter tab and enter this auto-enter calculation:
Now put SelectedShiftDate on your Department layout and each new record in the portal should copy the contents of SelectedShiftDate into its Shift Date field.