1) Use password settings to prevent other users from deleting records. You will be able to open with a full access password to delete records.
2) If you want a record by record back up, here's a way we use with invoices.
In the primary file:
#isolate current record in found set of one record.
Show all records
#Perform import records script in backup file
Perform script [external]
In the backup file:
Import Records [Restore]
Since both files will hold the same data, you can create your back up file by saving a clone (no records) of your current file and then adding the import records script to it.
Final comment: FMP 5 may be simpler, but it's much less capable overall and its days are truly numbered. The day is coming when you won't be able to get a new computer that will run it. We've recently upgraded from 5.5 to 10, partly for that reason.
Is it possible to set it up so that records are never deleted, but MOVED to an "archive" file somewhere?
I believe it would be best to mark records as "deleted" (or archived) and leave them in place. Just make sure all your finds automatically omit archived records (in version 7 and higher, this can be done by denying user access to them - I am not sure about version 6).
Thanks, guys, that was fast. It looks like I might as well upgrade; Filemaker 7 is available for about $300 and so is 10, so I guess I will jump in and get the latest. Thanks, Phil. I just hope it ins't too intimidating!
I think marking the records as "deleted" is the most elegent solution. I assume that once I mark a record as such, it will no longer show up in searches unless I log in as a different user and password?
I assume that once I mark a record as such, it will no longer show up in searches unless I log in as a different user and password?
Yes - if you deny privileges to records marked as deleted. You should also make sure users cannot show all records - though in worst case, they will see a bunch of records with <no access> over them. And, of course, don't let them delete records...
It's ordered! Version 10, thanks guys. I also ordered "The Missing Manual" book which was highly rated.
A quick question: I use an Excel calendar spreadsheet to graphically show the deliveries at a glance. Double entry, I know. All the calender shows is date, time, delivery city, and cubic yards (of concrete). I use that to try to route trucks as efficiently as possible. Can I make a calendar with Version 10 to do this? I kiind of doubt it.... it looks like Access might, but I am not about to go there. Thanks!
All the calender shows is date, time, delivery city, and cubic yards (of concrete). I use that to try to route trucks as efficiently as possible. Can I make a calendar with Version 10 to do this?
Most likely yes - though it's not a simple undertaking. I'd have to know more about what exactly the calendar shows to say for sure.